File Maintenance

Form ID: (SM202510)

You can use this form to view properties of the selected file, to import a new version or delete an old version of the file, and to check the file out for editing or check in an updated version.

On this form, you can define a primary document or article if the initial primary document or article (from which the roles inherit the access rights to this file) to which the file was attached was renamed or deleted. Also, you can view and edit the access rights that roles have to the file and configure synchronization of the file with an external file or folder.

Form Toolbar

The form toolbar includes standard buttons and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands can be shown as buttons on the form toolbar, as commands on the More menu, or in both places. These commands are listed in the following table in alphabetical order.


Command	Description
Check Out	Closes (denies) access to the file for all users except you.
Export File	Exports the file according to the synchronization settings specified on the Synchronization tab.
Get Latest Version	Downloads the latest version of the file from the database.
Import File	Imports the file according to the synchronization settings specified on the Synchronization tab. The system imports a file if its modification date is later than the modification date of an already imported file with the same name. (This logic applies to both file synchronization and synchronization from a folder.) Also, when the system imports files from a folder, the files are imported from the earliest modified one to the latest modified one.
Undo Check Out	Opens access to a file that was previously checked out.
Upload New Version	Invokes the File Upload dialog box, which you can use to import a new version of the selected file.

Summary Area

You use this area to view the file name and whether the file is checked out and by whom.


Element	Description
File	The name of the file.
Checked Out By	A read-only box that shows the user name of the user who checked the file out (if applicable).
Check Out Comment	A read-only box that shows any comment provided by the user who checked out the file (if it has been checked out).
Is Hidden	A check box you select to cause the file to be hidden for users accessing the system from outside, such as through file transfer protocol (FTP).
External Link	The external link to the file.
Wiki Link	The internal link to the file.

Versions Tab

The table on this tab displays all versions of the file.

Table 1. Table Toolbar
The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.
Button	Description
View Selected Version	Opens the selected version in a new browser window.
eSign	If the current user is associated with an eSign account, they can click this button to send the document to one or more recipients for electronic signing. eSign accounts are set up on the eSign Accounts (MBES2510) form.

Table 2. Table Columns
Column	Description
Version ID	A read-only box that shows the number of the version.
Created By	A read-only box that shows the user who imported this version.
Creation Time	A read-only box that shows the date when the version was imported.
File Size	A read-only box that shows the size of the file.
Comment	Any additional information that has been provided at the time of import about the version.
Original Name (if different)	The original name of the file, if it is different from the current name.

Articles Tab

This tab displays the list of articles the file is attached to, including the primary article.


Element	Description
Name	The name of the primary article (from which the roles inherit the access rights to this file) the file is attached to.

Table 3. Table Toolbar
The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.
Button	Description
Latest Only	If highlighted, indicates that the list currently includes only the latest versions of articles (if article versioning is turned on). Click the button to view all versions that have the file attached.
Open	Opens the selected article or article version.

Table 4. Table Columns
Column	Description
ID	A read-only box that shows the ID of the article the file is attached to.
Language	A read-only box that shows the language of the file version.
Page Version ID	A read-only box that shows the ID of the article version that has the file attached.
Name	A read-only box that shows the name of the file.

Entities Tab

This tab displays the read-only list of system entities—such as inventory items and vendor, customer, and employee accounts—the file is attached to.

Table 5. Table Toolbar
The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.
Button	Description
View Entity	Navigates to the appropriate form with the record displayed.

Table 6. Table Columns
Column	Description
Entity	The system entity (by its graph name) the file is attached to.
Row Values	A description of the record that uniquely identifies the record in the system.

Access Rights Tab

This tab displays the list of roles with their access rights for the file. The access rights the roles have to the file are inherited from the rights of the primary article or the primary form.


Element	Description
Is Public	A check box that you select to make the system ignore any access rights specified for the file and display it to all users.
Inherit Access Rights from Entities	A check box that you select to make the system calculate access rights to a file attachment by combining the access rights that a user has to a form or a wiki article (which was used when a file was uploaded) and to the entities linked to the file. For more information, see Attachments: File Maintenance.
Wiki	The name of the wiki that contains the primary article. For the file, you select the primary article in the selected wiki or the primary form.
Primary Page	The wiki article that defines the access rights the role has to the file. By default, it is the article to which the file was attached for the first time. For the file, you select the primary article in the selected wiki or the primary form.
Primary Screen	The form that defines the access rights the role has to the file. By default, this is the form to which the file was first attached. For the file, you select the primary article in the selected wiki or the primary form.
Access Rights	A table with a read-only list of roles defined in the system and their access rights to the primary article or form. For more information, see Configuring User Roles.

Synchronization Tab

You use this tab to configure synchronization between the selected file and an external file or folder, which is specified on this tab. If synchronization is with a folder, when exported from the system, the versions of the internal file become files within the folder, and, when imported into the system, the files within the folder are uploaded as versions of the internal file.


Element	Description
Synchronize	A check box that you select to indicate that file synchronization is required.
Synchronization Type	The synchronization type to be used for the file. You can select one of the following options: FTP: To synchronize files by using FTP. Warning: FTPS is not supported. HTTP: To perform synchronization with a file specified by its URL. Shared Folder: To perform synchronization with a shared folder or a file in the shared folder. If selected, this option makes the Synchronize Folder Content check box available. SFTP: To synchronize files by using SFTP (Secure File Transfer Protocol).
Path	The path to the external file or folder.
Login	The login to be used to access the file. Note: If you synchronize files with an FTP server, you should use a login without the /, or \ characters in synchronization settings. Otherwise, MYOB Advanced will not be able to connect to the server.
Password	The password to be used to access the file.
Synchronize Folder Content	The check box you select to indicate that synchronization with the folder (specified by the path) is required. This option is available only for the Shared Folder synchronization type.
Import File Reg. Exp.	The validation regexp mask to be used to import the folder content into the system. If you specify a mask, the system validates the file name (without the path) according to specified regexp. The regexp syntax complies with .Net Regular Expressions, and is case-insensitive and multiline. The box becomes available when you specify synchronization type and path.
Export File Naming Format	The format of the file name when the file is exported from the system.
Last Import Date	The date when an import was last performed.
Last Export Date	The date when an import was last performed.