Files are an important part of any project or process. Making them available to users and managing things like version control are all key to work flow process management. The Files page of the VIA3 Workspaces provides many helpful features.
To add a file to a Workspace
From the Files page click the Add File button - the Add File window will appear.
Click the Browse button to navigate to the desired file - the Choose File window will open, click on the desired file and select Open - the Choose File window will close and the Add File window will display the drive path to the selected file.
Click the Insert button - the file will be added.
To delete a file from a Workspace:
From the Files list page, move your mouse over the desired file - a highlight box will appear around that file, a drop-down menu will become active and the file name will become an active link.
Click on the downward-pointing arrow - the available choices will appear.
Click on Delete, a warning will appear, click OK.
To add a folder to a Workspace
From the Files page click the Add Folder button - the Add Folder window will appear.
Type in the desired folder name.
Click Save - the new folder will be added.
To delete a folder from a Workspace
From the Files list page, move your mouse over the desired folder - a highlight box will appear around that folder, a drop-down menu will become active and the folder name will become an active link.
Click on the downward-pointing arrow - the available choices will appear.
Click on Delete, a warning will appear, click OK.
Microsoft's Windows Explorer is a common interface that is familiar to most computer users. “Open in Windows Explorer” enables you to use common Microsoft Windows actions like drag-and-drop, cut, copy and paste, etc. on the files and folders in your workspace.
To use Windows Explorer to manage files:
From the Files list page, move your mouse to the Open in Windows Explorer text, the link will become active.
Click on the Open in Windows Explorer link - you may be prompted to enter your workspace user name and password.
The Windows Explorer window will open and display the files and folders associated with the selected Workspace.
Manage or manipulate the files/folders as needed and close the Windows Explorer window.
Refresh the Files page and the changes will update and appear.
The number of files displayed on the Files page can be set to: 30; 20; 50; or 100.
To set the file display number:
From the Files list page, move your mouse to the Show 30/page text, the link will become active and display the file numbers available.
Move your mouse to the desired file display number and click once.
The page will update the file display number.
A drop down menu becomes available when you move your mouse over the desired file.
VIA3 Workspaces identify several popular file types and provide the capability to edit the file directly from the workspace by launching the software application in which the file was created. To edit a file directly from a Workspace:
From the Files list page, move your mouse over the desired file - a highlight box will appear around that file, a drop-down menu will become active and the file name will become an active link.
Click on the downward-pointing arrow, the available choices will appear.
Click on Edit in <<file type>>, a file download may appear depending on your security settings - click OK.
The file will download to your computer and the software application in which it was created will launch. Additionally, the file will appear as being checked out in the Workspace.
When you have finished editing close and save the file - it will be automatically updated on the Workspace for others to see.
When documents are shared within a work group, version control can become an issue. VIA3 Workspaces provides a check in/out feature to help users determine who is working on what document. The availability of the drop-down menu commands are related to the member's role within the Workspace and Files.
To check out a file:
From the Files list page, move your mouse over the desired file - a highlight box will appear around that file, a drop-down menu will become active and the file name will become an active link.
Click on the downward-pointing arrow - the available choices will appear.
Click on Check Out, the page will refresh and a check out notice, including the user's name, will be displayed beneath the file.
To check in a file:
From the Files list page, move your mouse over the desired file - a highlight box will appear around that file, a drop-down menu will become active and the file name will become an active link.
Click on the downward-pointing arrow - the available choices will appear.
Click on Check In, the Check In page will display.
Click the Browse button to navigate to the desired file - the Choose File window will open, click on the desired file and select Open. The Choose File window will close and the Check In window will display.
Enter any necessary comments in the Comments area provided - this information will be displayed on the Version History page for other members to see.
Click Save.
A Workspace member who has checked a document out can reverse the command by undoing the check out. Owners can also undo a check out.
To undo a check out:
From the Files list page, move your mouse over the desired file - a highlight box will appear around that file, a drop-down menu will become active and the file name will become an active link.
Click on the downward-pointing arrow - the available choices will appear.
Click on Undo Check Out. The file will be checked back in and the check out notice will be removed.
To rename a file:
From the Files list page, move your mouse over the desired file - a highlight box will appear around that file, a drop-down menu will become active and the file name will become an active link.
Click on the downward-pointing arrow - the available choices will appear.
Click on Rename, the Rename window will display.
Rename the file as desired and click Save.
Note:
The Renaming capability will not be displayed on files that are checked out. Additionally,
a members permission setting on a given file will determine if they can rename that
file. Owners may rename any file; Managers can only rename files for which they
are the file Editor or Owner and; Viewers can only rename files for which they are
the file Editor or Owner.
To rename a folder:
From the Files list page, move your mouse over the desired folder - a highlight box will appear around that folder, a drop-down menu will become active and the folder name will become an active link.
Click on the downward-pointing arrow - the available choices will appear.
Click on Rename, the Rename window will display.
Rename the folder as desired and click Save.
To open a file:
From the Files list page, move your mouse over the desired file - a highlight box will appear around that file, a drop-down menu will become active and the file name will become an active link.
Click on the file name - a File Download window will appear.
Click Open to view the document.
Note:
Any changes made to the file from this view will not be saved - to
make changes to the file save the file locally.
To save a file:
From the Files list page, move your mouse over the desired file - a highlight box will appear around that file, a drop-down menu will become active and the file name will become an active link.
Click on the file name - a File Download window will appear.
Click Save to download it to your desktop for changing.
The Save As window will appear. Navigate to the desired storage location and click Save.
Note:
If the file is saved locally, it is recommended that users select
the Check Out feature so that other users will know who is working
on the file.
To view the version history of a file:
From the Files list page, move your mouse over the desired file - a highlight box will appear around that file, a drop-down menu will become active and the file name will become an active link.
Click on the downward-pointing arrow - the available choices will appear.
Click on Version History - the Version History page will display showing: Version; Revision Date; Size; Updated By and Comments.
To view a specific file from the Version History page
From the Version History Page, move you mouse to the Version column and click on the number of the version you would like to open or save - a File Download window will appear.
Click Open to view the document or Save to save it locally.
To view the properties of a file:
From the Files list page, move your mouse over the desired file - a highlight box will appear around that file, a drop-down menu will become active and the file name will become an active link.
Click on the downward-pointing arrow - the available choices will appear.
Click on Properties - the Properties page will display showing the file name, the users who have access and their associated roles.
To change a users role, move your mouse over the desired user's role - a highlight box will appear and drop-down menu will become active.
Click on the downward-pointing arrow - select the desired role.
For information about granting users access to a file see the Members section.
Note: The name of the file can also be changed from the File Properties
page by selecting the text in the File Name text box, changing it and then clicking
the Save button. Proper file permission is required.
To set an alert on a file:
From the Files list page, click on the check box listed on the right hand side of the page associated with the file for which you want an alert to be sent.
Within the text of the email, a link to the file is provided.
To stop alerts, un-check the box.
To set an alert on any new files added to the Workspace:
From the Files list page, click on the check box "Alert me when there are files added to this workspace".
Note:If a user modifies the same file more than once within a 30
minute period, only one alert is sent. If a different user modifies the file within
the 30 minute period, two alerts are sent - one for each user's modification.