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 out the file 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 and More menu include the buttons and commands described below.


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	Opens 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 information about whether (and by whom) the file is checked out.


Element	Description
File	The name of the file.
Checked Out By	A read-only box that shows the username 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).
Tags	The tags that are assigned to the file. You can add or delete tags if you have a user role with the Edit access level to a tag assigned to the file. User roles’ access rights to tags are specified on the File Tags (SM202560) form.
Is Hidden	A check box that you select to cause the file to be hidden for users accessing the system from outside, such as through File Transfer Protocol (FTP).
File URL	The external link to the file.
File URL for Wiki	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 the buttons described below.
Button	Description
View Selected Version	Opens the selected version in a new browser window.
Request eSignature	Opens the Request eSignature dialog box, in which you can select an esignature account and create a request for signing the document.

Table 2. Request eSignature Dialog BoxIn this dialog box, you specify the settings of a new esignature request.
Element	Description
The Summary area of the dialog box includes the following boxes.
eSign Account	The unique identifier of the electronic signing account.
Provider	The esignature provider to which MYOB Acumatica connects for the current account. This read-only box
Subject	The subject of the esignature request.
Message	The message for the recipient of the esignature request.
Apply Signing Order	A check box that indicates (if selected) that the system adds the Signing Order column to the Recipients table. In this column, you can define the order in which signers receive the document by assigning a sequence number to each signer.
Send Automatic Reminders	A check box that indicates (if selected) that the provider sends reminders to the document recipients before the document is signed.
Reminder Frequency	The frequency of reminders that the Adobe® Acrobat® Sign provider delivers to the document recipients. You can select one of the following: Daily: The provider sends reminders each day. Weekly: The provider sends reminders each week. This box is available only if the following conditions are met: Adobe® Acrobat® Sign is selected in the Provider box. The Send Automatic Reminders check box is selected on the Notification tab
Days Before First Reminder	The period after which the DocuSign™ provider delivers the first reminder to the document recipients. This box is available only if DocuSign™ is selected in the Provider box. This box is available only if the following conditions are met: DocuSign™ is selected in the Provider box. The Send Automatic Reminders check box is selected on the Notification tab
Days Between Reminders	The number of days between automatic reminders that the DocuSign™ provider sends to the document recipients. This box is available only if the following conditions are met: DocuSign™ is selected in the Provider box. The Send Automatic Reminders check box is selected on the Notification tab
Expiration Period in Days	The number of days before the request to sign the document electronically expires. This box is available for the following providers: Adobe® Acrobat® Sign DocuSign™
Days Before Expiration Warning	The number of days before the esignature provider sends a warning about request expiration. This box is available only if DocuSign™ is selected in the Provider box.
The table contains the following columns.
Signing Order	The order in which signers receive the document.
Email Addresses	The email address of the a signer to which the esignature provider sends the document.
Recipient Role	The role of the recipient. You can select one of the following values: Signer: The person who must sign the document. CC Recipient: The person who receives the document but does not sign it.
The dialog box contains the following buttons.
Request eSignature	Sends the esignature request to the esignature provider and closes the dialog box. The provider sends the document for signing.
Save	Saves the esignature request in MYOB Acumatica without sending to the esignature provider.
Save & Close	Saves the esignature request in MYOB Acumatica without sending to the esignature provider and closes the dialog box.
Cancel	Cancels the creation of the esignature request and closes the dialog box.

Table 3. 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.
Owner	The owner of the document.
eSign Account	The acccount used to submit the esignature request to the esignature provider.
Provider	The esignature provider used to send the esignature request.
eSign Status	The current status of the esignature request according to the esignature provider.
Status Updated On	The date and time when the status of the request is updated at the esignature provider.
eSigned Version	The version of the electronically signed file. The value in this column appears only for already signed documents.

Articles Tab

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

Table 4. Table Toolbar
The table toolbar includes the buttons described below.
Button	Description
Open	Opens the selected article or article version.

Table 5. Table Columns
Column	Description
Article 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 records—such as inventory items and vendor, customer, and employee accounts—the file is attached to.

Table 6. Table Toolbar
The table toolbar includes the buttons described below.
Button	Description
View Entity	Navigates to the appropriate form with the record displayed.

Table 7. 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.
Calculated Access Rights to File	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 stored on an FTP server. Important: FTPS is not supported. HTTP: To perform synchronization with a file stored on a Hypertext Transfer Protocol (HTTP) server. 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 stored on a Secure File Transfer Protocol (SFTP) server.
Path	The path to the external file or folder.
Login	The login to be used to access the file. Attention: If you synchronize files with an FTP server, you should use a username without the / or \ character in synchronization settings. Otherwise, MYOB Acumatica will not be able to connect to the server.
Password	The password to be used to access the file.
SSH Authentication Key	The private Secure Shell (SSH) key to use for SFTP authentication. This box is available only for the SFTP synchronization type. To synchronize files via SFTP, you need to generate the SSH key pair and upload the public key to the SFTP server and the private key to MYOB Acumatica. For more information, see To Configure File Synchronization Through SFTP.
Synchronize Folder Content	The check box you select to indicate that synchronization with the folder (specified by the path) is required. This check box is available only for the Shared Folder synchronization type. For more information, see To Configure File Synchronization Through a Shared Folder.
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 export was last performed.