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File with versioning is the standard data type for storing attached files in

Companyname
. File fields are highly configurable and can include check-in/check-out controls, versioning, optical character recognition (OCR options), and other settings.

In record forms, file fields appear as as an input box with an Attach/Manage link to open the File wizard.

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  • You can drag the file onto the input box and drop it to upload.
  • Or, click Attach/Manage and use the dialog to browse for and upload a file.

Drag and drop files into the fieldImage RemovedImage Added

File Field Options

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When deleting versioned files, you will have options to delete all files, only old files, or only the most recent file.

Direct File Editing

This option allows users with MS Office installed locally to open files for edit, then save directly back to the file field. If you enable direct file editing, you can also choose whether to allow concurrent editing, where multiple users can directly edit the same file at the same time. For more on this feature, see Direct File Edit.

If you enable direct editing, you have additional options for file naming and rules.

File Name Suffixes

You can choose to add information to the file name as a suffix. Suffix information provides metadata and prevents files from being overwritten without interim changes being saved. For more on this feature, see Direct File Edit.

Rule Triggers

If you have any rules that run when this field is edited, or you might create such rules in the future, consider when you want them to be triggered.

Your options include:

  • Trigger rules every time a file is saved. This means every time any user has the file open for editing and clicks Save, rules are triggered if applicable.
  • If you've enabled concurrent editing, you can trigger rules every time an individual user closes the editing session. For example, if three users have the file open for editing and one of them closes it, rules will be triggered, even though the other two users are still working in the file.
  • Trigger rules when all editing is finished. This means rules are triggered only when the editing session is closed, or, during concurrent editing, when the last editing session is closed. Rules are only triggered when all users have closed the file.

Note that the wording of these options differs depending on whether you've enabled concurrent editing.

Allow Google Documents

Setting this option to Yes will show a section at the bottom on the Attach / Manage wizard to reference files stored in Google Drive instead of actually attaching a file.

Check-in / check-out restrictions

There are three levels of check-in/check-out restrictions which can be set for file fields: no restrictions, warnings only, or fully enforced check-in/check-out.  If If check-in / check-out is enabled new options appear in the Attach / Manage wizard for these controls.

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You can set a minimum file size, maximum file size, or both if needed.

Allow Google Documents

Setting this option to Yes will show a section at the bottom on the Attach / Manage wizard to reference files stored in Google Drive instead of actually attaching a file.

OCR

Previous functionality allowed running optical character recognition on files as they were uploaded.  This This functionality has been supplanted by the OCR Action  type which runs when the record is saved, causing less interruption for the user. You can hide this option from users by updating the Deprecate Old File Options global variable. 

Direct File Editing

This option allows users with MS Office installed locally to open files from

Companyname
for edit, then save directly back to the file field. Fore more on this topic, see Direct File Edit.

Restricting Attached File Types

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  1. In the Admin Notes section of a file field, add a note defining the allowed file extensions, using the following format: <file_types_allowed>.docx, .jpg, .pdf</file_types_allowed>
    This tag can coexist with other note items, and has precedence over the other restriction methods. However, you will need to add this for each individual file field.
  2. Create the following new global variables:
    1. file_types_allowed - uses a comma-separated list of permitted file types.
    2. file_field_names_validate_types - uses a comma-separated list of file fields in which the file_types_allowed items are applied.
  3. Leave the script defaults as they are without configuration. The default settings are:
    1. Allowed file extensions: .docx, .jpg, .pdf, .jpeg
    2. File field name: attach_document

A copy of the script is attached here.

View file
nameAttachedFileExtensionChecker.jar
height250

Hide If
displayprintable

Content by Label
showLabelsfalse
max5
spacesPROD
showSpacefalse
sortmodified
reversetrue
typepage
cqllabel in ("file","ocr","versioning") and type = "page" and space = currentSpace()
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