Difference between revisions of "Custom Field Type: Upload - Multiple Files Storage"

Revision as of 14:24, 29 March 2009

Field Display

General Description

Stores multiple files into a single field.

This field type is used to store:

• Uploaded documents.
• Documents that are created using the Web Page View type field using the Store to Server option.

Field Options

• Allow Empty: N/A.
• Default Text: N/A
• Options: N/A
• Track Changes: N/A (see version control below)
• Store To Value: Yes

Special Options for Field

• 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).
• No Deletion – suppress the user’s ability to delete any files stored in the field, and manager permission is required by the user to delete an Allow Delete Multiple Files Fields.
• Index – enabled file indexing and full text searching using the Lucene full text search engine, which is built into SmartSimple.

Field Validation

• Type: N/A
• JavaScript Validation: N/A
• Message: N/A
• HTML Tag: N/A

Field Formatting Options

• Height: N/A Measure: Default:
• Sort Order: Files can be ordered by File Name, File Size or Updated Date (descending).
• Width: N/A Measure: Default:
• Number Format: N/A
• Style: Yes
• Tool Tip: Yes

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.

Notes

Files can be uploaded individually or in groups.

When in Edit Mode, the following buttons will be displayed:

To use the Multiple File feature requires the use of a Java Applet. If the user’s computer is not permissioned to run Java applets, then the Single file upload should be used.

Enhancements

Allow Merging (PDF files only) - If you are using a Multiple File field to store PDF documents then you can enable a "Merge" button. This feature is to provide for easier printing of "sets" of documents.

• Clicking the Merge button displays a list of all the PDFs document stored in the Multiple file field and you select which documents you wish to merge into a single PDF document.
• The resultant document will also be stored in the Multiple File field. The original documents will not be changed.

Extra Columns (PDF files only) - This feature allows you to display extra information extracted from each PDF into the list view of the files. The following information can be extracted and displayed: author, creator, producer, keywords, subject, title, number of pages, creation date and modified date.