File
File is one stored file of the Files workspace: its name, folder, size, version, who may see it, and whether it is waiting for approval to move into a controlled folder.
What it is for
Rights: view lists and downloads, create uploads, edit renames and moves, delete removes and restores.
A file sent into a controlled folder stays where it is, locked, showing the folder it is Awaiting Approval Into. When the approval completes it lands there as the next version of the file of that name (earlier versions stay behind it); if rejected, it stays where it was and can be sent again. An approved file cannot be renamed or moved; send a new version instead. A file counts against the storage of the folder it is in; an approved file lands even if that takes the company over its limit.
Every field in plain words
General
| Field | What it means | What to put |
|---|---|---|
| File No. | The file number. | Given on upload. |
| File Name | The file’s name. | Required; unique in its folder. |
| Folder | The folder it is in. | Optional. Pick from the list. |
| Extension | Its type. | Filled in. |
| Size (bytes) | Its size. | Filled in. |
| Access | Public, Restricted or Private. | Worked out. |
| Version | Its version. | Filled in. |
| Awaiting Approval Into | The controlled folder it is waiting to enter. | Filled in. |
Access.
| Column | What it means | What to put |
|---|---|---|
| User Name | A user given access. | Optional. Pick from the list. |
| Role | A role. | Optional. Pick from the list. |
| Edit | Edit, not just view. | Optional. |
How to configure it
The screen allows import, so a long list can be loaded from a file instead of typed. Which fields are required, greyed, hidden or pre-filled for a company is set on Organizational Structure Setting, in its Default Parameters grid, and one user can differ through User Parameter Value.
What it is connected to
If something looks wrong
- “You do not have the right to upload files.”
- “This file is waiting for approval. Withdraw the request to change it.”
- “An approved file cannot be renamed or moved. Send a new version for approval instead.”
- “A file with that name already exists here.”
- “This file is already waiting for approval.”
- “That folder does not need approval - move the file there.”
- “This folder is view only: open the file to read it.”