| Agile Product Lifecycle Management Getting Started Guide Release 9.3.3 E39288-03 |
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| Agile Product Lifecycle Management Getting Started Guide Release 9.3.3 E39288-03 |
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Attachment file storage and retrieval is managed automatically by your Agile PLM system.
Attachment files are stored in the Agile File Vault and each attachment file in the vault is associated with a numbered Agile file folder object. The concept is similar to the way in which you would file and store paper documents: sort the documents into file folders, label or number the file folders, and store them in a filing cabinet. There are two primary types of File Folders, regular File folders and Designs.
The relationships between attachments files, file folders, and business objects is explained in detail in:
"Attachment Files and Agile File Folders: an Analogy to Papers, Desks, and Vaults."
"Agile Document Management: Even More Efficient than Doris."
If you have the appropriate privileges, you can perform file maintenance actions on file folder objects directly. Updating and maintaining documents from the file folder object is useful when those documents are attached to many different business objects.
For example, you can update and maintain a document that describes a company-wide procedure by checking out and checking in the associated file folder object. The procedure document (and its associated file folder) may appear on the attachments table on the Attachments tabs of many Agile business objects, but you do not need to open each of those business objects to update the procedure attachment.
File folders can be managed and updated independently of other objects in the database. All attachment files are stored in the file vault, part of Agile File Manager.
Examples of file folder content are:
Drawing files such as CAD drawings or scanned image files in viewable formats
Web-based information in the form of URLs
Specifications and other documents
Non-viewable files, compressed (ZIP) files, and so on
It is generally a best practice to limit each file folder to a single, attachable file or URL; however, file folders can contain any number of files and URLs.
The file folder object was developed to manage documents and URLs that support your company's manufacturing, production, or specification processes. These are some specific advantages of file folder objects:
You can create, modify, or delete file folders. Like any other object in Agile, you can search for file folders and bookmark them.
You can view, redline, and print files from the file folder.
You can search for file folders by file folder attributes, including Filename or File Type, regardless of what business objects the file folders may be attached to.
For more information about searching for attachment content, see "Full Text Search for Content in Attachment Files."
File folders can be sent to reviewers for approval without using the change control process. You can track who has received, reviewed, and accepted or rejected file folder content files.
Files that are referenced in a file folder are subject to version control. On the Attachments tab, in the Folder Version field, if you edit the row and select Latest Version, the object always references the latest version of the file folder, even when the item's revision changes.
File folders can be created by users manually and can also be created automatically. A file folder is created automatically when you attach a file or URL to an object; the file folder is generated, and it is already associated with the object. Now that the file folder exists, it can be associated with other objects.
It may be useful to create a file folder object manually, for instance, when specifications and related design and drawing files are brought together before the part objects (that they describe) have been created in the Agile system. These are later associated with any object in Agile on each object's Attachments tab.
With appropriate roles and privileges, files (2D and 3D) can be redlined from the Files tab of file folder object.
See "Viewing and Redlining Attachment Files in the AutoVue for Agile Viewer." There is additional information about marking up and redlining attachment files in the Viewer Supplement.
The next sections describe tabs, buttons, actions, fields, and other user-interface elements that you encounter in your work with file folders.
A file folder's Files tab lists files and URLs, and you can add and remove files and URLs in the file folder. You can check out and check in file folders from here and then get and edit single attachment files. See "Working with the Files Tab of File Folders."
A file folder's Where Used tab is populated automatically with a link to any business object that references the file folder on the object's Attachments tab.
File folders are listed in a window (Java Client) or page (Web Client) with the following elements:
Tabs on file folder objects include Title Block, Files, Routing Slip, Relationships, Where Used, and History. For information about the contents and operations of the Files tab, see "Working with the Files Tab of File Folders."
For information about the contents and operations of the Attachments tab of objects that reference file folders, see "Working with the Attachments Tab of Business Objects.".
Buttons on the main toolbar of file folder objects in both clients are CheckOut, CheckIn, Cancel CheckOut, and Comment.
Java Client buttons also include Approve and Reject.
Additional buttons in Java Client are Send, Print, Delete, and Add Bookmark. A final button, More, is a drop-down menu offering these functions: Subscribe, SaveAs, Sharing, Process Extensions, Mass Update, and Get All Files.
For Web Client, the Approve and Reject buttons are visible when you are listed as an approver or observer of the selected version.
For information about Checkout, Checkin, and Cancel Checkout, see "Getting and Revising Attachment Files and File Folders."
For information about Approve, Reject, and Comment, see in "Routing and Reviewing File Folders."
Subscription and sharing are discussed in Chapter 5, "Working with Business Objects in Web Client," and Chapter 6, "Working with Business Objects in Java Client."
Mass update is covered in "Performing a Mass Update of a File Folder."
Drop-down menus include:
The Version list shows the number of times a file has been checked out and checked back in, unless it was modified. By default, the most recent version is shown, but you can select an earlier version. Each time an attachment file is checked out and modified, a new version is created.
If the most recent version is a checked out version, the version number is enclosed in brackets, for example, [4].
The Actions drop-down menu in Web Client offers these actions to perform on the object: Bookmark, Subscribe, Save As, Delete, Print, Purge Version, Version Browser, Copy URL to Clipboard, Mass Update, Print, Send, Sharing, or View All Versions. Any existing process extensions are also listed.
The Actions shortcut menu in Java Client opens when you right-click anywhere on the file folder object. It offers these actions to perform on the attachment: Cut, Copy, Paste, Add Bookmark, Subscribe, Save As, Delete, Print, Send, Sharing, Process Extensions, Mass Update, Get All Files, Check Out, Check In, and Cancel Check Out.
File folders include the following tabs. Some tabs may not be visible in your Agile system, depending on how your Agile administrator has configured Agile PLM.
This table lists the tabs found on all file folder objects, with file folder-specific definitions.
Table 11-1 File Folder object tabs
| Tab | Description |
|---|---|
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Title Block |
Provides general information about the file folder, such as a description, the object number, approval status, and the date the file folder was last modified. Your administrator may have added Page Two and Page Three sections (which may be named differently) that contain additional information: class-specific and subclass-specific, respectively. |
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Files |
Lists all the contents of the file folder object, and it is where you add and remove files and URLs in the file folder. For details about the Files tab, see "Working with the Files Tab of File Folders." |
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Routing Slip |
Lets you route the file folder for approval, and shows a signoff summary for the file folder; a record of which users have viewed and signed off on it. You can add or remove approvers and observers for the file folder object on this tab. |
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Where Used |
Populated automatically with any business object that references the file folder on the object's Attachments tab. To open an object listed on the tab, click its Number link or Name link. |
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History |
The History tab is a record of actions taken on the file folder and the users who performed those actions. The History tab is populated automatically. |
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Note: The File Folder object Where Used tab is version-specific and displays the where-used status of the currently selected version. |
When you select a different version in the Version drop-down list, the Where Used table displays information about the selected version only.
The Attachments table lists all the Agile business objects where the currently selected version of the File Folder object is attached, that is, all the Agile business objects that have the current version of the File Folder object listed on their Attachments tab.
You need the appropriate privileges to add or remove files on the Files tab. The buttons on the Files tab are enabled or disabled, depending on your privileges and administrative settings. File Validation (Handle File Checksum) addresses some of these dependencies. If you have questions about your privileges, contact your Agile administrator.
The buttons described in the following tables are available to users with the required privileges on Agile object pages. Many of the operations in this and subsequent tables are elaborated on later in this chapter.
Table 11-2 Web Client Files tab buttons
| Button | Description |
|---|---|
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Get |
The Get button places copies of the selected, referenced files in a location of your choice. These copies are in native application formats. If you select more than one file, a ZIP file containing the selected files is created and placed in the folder or location of your choice. |
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Open |
With a file or files selected, opens the file(s) in its native application, if possible. |
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View |
Click the View Files button to view the selected files in the Viewer. Or, click the View Files button's drop-down arrow and select from the menu:
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With a file or files selected, prints the corresponding files. The Viewer is started in a separate browser window and begins the printing process. |
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Remove |
Removes all selected files from the Files tab (the file folder object must be checked out). The Remove button is disabled if the file folder is checked in. |
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Add |
Click the Add drop-down button to add a folder reference to the object. It can be a file or a URL. This button is disabled when the file folder is checked in. Click the Add button to open the File Upload Selector dialog. Or, click the Add button's drop-down arrow and select from the menu:
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Table 11-3 Java Client Files tab buttons
| Button | Name | Description |
|---|---|---|
|
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Get Files |
Places copies of the files in the location of your choice. Click the drop-down arrow and select Get files from selected attachments or Batch Get all files from this object. These copies are in native application formats. Select the rows you want and then click the Get Files from Selected Attachments button to place a copy of the selected files in the directory folder or location of your choice. These copies are in native application formats. Or Click the button and select Batch Get All Files from this Object to place a copy of all the file folder's files in the folder or location of your choice. These copies are in native application formats.
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Open Files |
With a file or files selected, opens the file(s) in its native application, if possible. |
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Print Files |
With a file or files selected, prints the corresponding files. The Viewer is started in a separate browser window and begins the printing process. |
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View Files |
Click the View Files button to view the selected files in the Viewer. Or, click the View Files button's drop-down arrow and select from the menu:
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Edit |
Modify the File Description field of the selected file or files, and any other editable, custom fields that your administrator has defined. The Edit button is disabled if the file folder is checked in. |
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|
Add Files Add URL Add Scan |
Click the Add drop-down menu button to add to the Files tab. It can be a file, URL, or you can scan a document to create an attachment. Click the Add button to open the File Uploader. Or, click the Add button's drop-down arrow and select from the menu:
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Replace Files |
Replaces a file that has been revised (the file folder object must be checked out). Click Replace to remove the file and add a new version of the file, and then check the folder in. |
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Remove |
Removes all selected files from the Files tab (the file folder object must be checked out). The Remove button is disabled if the file folder is checked in. |
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Handle File Checksum Error |
Shows whether files have been modified directly in the file server vault. For more information, see File Validation (Handle File Checksum). |
You can use the Files tab of file folders to:
Add files and URLs to the file folder
Delete files or URLs from the file folder
"Get" a copy of an attachment file (but not revise it)
With the file folder checked out, get a file for revision, and then replace the version of the file
Print files
View and redline an attachment file
Open a file without being prompted to download it (Java Client only).
To display the Files tab of a file folder:
Open a file folder. (You may want to use a Quick Search for FOLDER*.)
In Web Client, click the folder number in the Attachments tab to open the folder object.
In Java Client, double-click the folder number on the Attachments tab to open the folder object.
Click the Files tab to display the contents of the file folder.
To open a file or files in a file folder in Web Client:
On the Files tab of the folder, click the file name of the file or files you want to open.
If the file is a supported file format (see Agile PLM Administrator Guide for a list of supported file formats), the file opens in the Viewer. With the appropriate privileges, you can use all Viewer features, as described in "Viewing and Redlining Attachment Files in the AutoVue for Agile Viewer."
If the file is not a supported file format, the attachment file opens in its native application, if possible.
To open a file or files in a file folder in Java Client:
On the Files tab of the folder, select the file or files you want to open.
Click the Open Files button. The attachment file opens in its native application, if possible.
The following table lists fields on the Files tab.
Table 11-4 Fields on the Files tab
| Field | Description |
|---|---|
|
(Java Client) |
If a file has been modified directly in the file server vault, this icon appears in the field to indicate that the file Has checksum error. Click the icon to get information about the checksum error. See File Validation (Handle File Checksum). (Java Client only) |
|
(Web Client) |
Replace File The Replace icon is visible in Web Client only when the file folder is checked out. To replace a file, click the Replace icon in a file row to remove the file and replace it with the latest version of that file or another file. You are prompted to browse for the replacement file. Note: The checkin files must have the same file extension as the checkout files. |
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or
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This icon appears in the field if the file Has been redlined. The Do Redlining icon will appear here from the file folder level for any file type that is listed in the Supported File Types and Valid Model File Type settings in Agile Administrator. Both of these cases allow ad-hoc viewing and redlining. |
|
File Name |
The name of the file.
|
|
File Path |
Can be manually set. |
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File Type |
The format of the file. |
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File Size |
The size of the file, in bytes. |
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Last Viewed Date |
Date when the file was last viewed. (The History tab records detailed information about file viewing.) |
|
Checkout Location |
Records where checked out files were placed during the check out procedure. If you are using the Java Client, then Agile uses Checkout Location to automatically locate and checkin the checked-out files. |
|
File Description |
Description of the file. |
|
Document Text |
If needed, this field will be filled in automatically by the Agile system. |
|
Master Thumbnail (Web Client) |
Only visible if Thumbnails are enabled. |
This section includes the topics:
In Web Client, the process to get files from the file folder Files tab is the same process used to get files from a business object Attachment tab.
The process is described in:
To get copies of files from a file folder in Java Client:
Display the Files tab of the file folder.
Select the rows of the files that you want to get.
Click the Get Files button.
The Select Directory dialog opens.
In the Select Directory dialog, specify the directory where you want to store the copies.
If you selected more than one row, and you want to get the files together in one ZIP file, click Download the files in one ZIP file. Specify a ZIP file name.
Click OK. The files (or ZIP file) are copied to the specified directory.
You will be prompted whether you want to open the file or files.
To batch get copies of all the files from a file folder in Java Client:
Display the Files tab of the file folder.
Click the button drop-down menu for Get Files and select Batch Get All Files from this Object.
In the Select Directory dialog, specify the directory where you want to store the copies.
To get the files together in one ZIP file, click Download the files in one ZIP file. Specify a ZIP file name.
Click OK. The files (or ZIP file) are copied to the specified directory.
You will be prompted whether you want to open the file or files.
A version or revision can be selected from the version drop-down list on File Folder objects. Revisions (if set) are indicated to the right of the version.
To switch between versions of a file folder from within the file folder in Web Client:
From the Version drop-down list at the top of the folder object, select the version/revision you want to view.
To switch between versions of a file folder from within the file folder in Java Client:
From the Version drop-down list at the top of the folder object, select the version/revision you want to view.
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Note: A version number in brackets, for example [4], indicates a version that has not yet been checked in. In this example, when version 3 was checked out, a pending version [4] was created. Selecting [4] in the version drop-down list lets you view and work with the pending version. |
The Default File Folders Workflow applies to all file folder objects that users create in the File Folders base class, which includes both the File folders class and the Designs class. This workflow has a read-only privilege along with a single Review status—a simple review-and-signoff—although the signoff can still be an approval or a rejection.
Each Design object version has its own Routing Slip. Each version can have a different set of approvers and observers.
To add Approvers or Observers:
Open the Design object.
Select the Routing Slip tab.
In the Version drop-down list, select a version.
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Note: Ensure that the selected version is check in. You cannot add Approvers to a version which is not yet checked in. |
Click the Check In button. The Add Reviewers /Remove Reviewers button is active once you check in the Design object.
Click the Add Reviewers button. The Add Approvers and Observers dialog box opens.
Select the approvers and observers you want to add. Enter a comment, if desired.
If urgent, select the Send notification as urgent option.
Click OK.
Similarly, use the Remove Reviewers button to remove reviewers from a Design object.
Approving or Rejecting a Design object:
Approving or rejecting a Design object uses the same process as approving or rejecting any routable object. For detailed information, see:
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Important: Approvals and rejections are version-specific. Your approval or rejection applies only to the selected version of the Design object. |
You must have the appropriate privileges to print an attachment file. If you have questions about your privileges, contact your Agile administrator.
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Note: A "batch print" is simply printing the contents of a file folder that has multiple files. You still click the Print button and follow the sequence in Viewer. |
To print a file on the Attachments tab using the Viewer in Web Client:
With the Attachments tab displayed, select the row to print.
Choose More > Print from the tab menu.
Click the file name link to open the file in the Viewer. In this case you would start the viewer print functions manually.
If the file type is supported by the Viewer, the viewer opens and begins the printing process. Follow the instructions in the displayed dialog boxes to complete the printing process. When the printing process is complete, the Viewer automatically closes.
Otherwise, Web Client starts the file's native application and opens the file so you can print it using that application's printing commands. Choose the Print command for that application.
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Note: When you print from within the Viewer, watermarks and banners can appear in addition to the contents of the attached file. For more information, see "About Banners and Watermarks on the Printed Image." |
It is also possible to get a copy of the file, open it in its native application, and use the native application's print functions to print the file. The native application must be installed on your computer before you can print the file. Follow the usual printing procedures according to the application's documentation.
To print a file on the Attachments tab using the Viewer in Java Client:
With the Attachments tab displayed, select one or more attachment rows to print.
Click the Print button.
You can also select a file and click the View button; in this case you would start the viewer print functions manually.
If the file type is supported by the Viewer, the viewer opens and begins the printing process. Follow the instructions in the displayed dialog boxes to complete the printing process. When the printing process is complete, the Viewer automatically closes.
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Note: When you print from within the Viewer, watermarks and banners can appear in addition to the contents of the attached file. For more information, see "About Banners and Watermarks on the Printed Image." |
When printed through the AutoVue for Agile viewer, the printed image has a banner above and below the image. The banner has six fields: top left, top center, top right, bottom left, bottom center, and bottom right.
The banner labels and contents for each object class are set by the Agile administrator.
In addition, the Agile administrator can choose to include a printed watermark on the printed image.
There are two ways to create a file folder: automatically, when you attach a file or URL to a business object in the Attachments tab of the object, and manually, using the create object functions of Java Client and Web Client.
To create a file folder manually:
Create the file folder using the Create New button in Web Client or the New button in Java Client.
The file folder that you have created is an empty container, that is, it has no files in it. To add files to the file folder, see "Adding Attachment Files and URLs to File Folders.".
For more information on creating business objects, see "Creating Objects."
Revising or editing a file folder object requires the appropriate modify privileges, just as editing any Agile object requires the appropriate modify privileges. In addition, you must also have privileges that allow you to check out and check in a file folder.
To revise the Files tab, or the content of the file folder, you must check out the file folder, modify files, add files or remove files, and then check in the file folder. For details, see:
You must have the appropriate privileges to add attachment files to file folders. If you have questions about your privileges, contact your Agile administrator.
Each time you add a file to the Agile system, it is copied into the Agile File Manager vault as an independent file with a unique numeric vault file name.
You can also include a URL (Internet address) in a file folder. URL attachments point to Internet sites; they are not, themselves, documents on the Agile File Manager file server.
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Note: When you check out a file folder, the Version field increments by 1, however, other users are still able to view the current version. When you check the file folder in, and it has been changed, the new version number holds. The system will not let an unchanged file folder be checked in. If you did not make a change to the file folder, complete the action by clicking Cancel Checkout, and the version number reverts to the previous numeral. |
Web Client – When adding files to a file folder Files tab in Web Client, Agile PLM provides the Web Client file uploader tools, which are described in the following topics:
Java Client – When adding files to a file folder Files tab in Java Client, Agile provides a simple and easy-to-use file uploader. The Java Upload/Download tool lets you drag and drop the files you want from your desktop or from an open directory window to the file uploader window. The tool also has a Browse button so you can find the files you want in that manner.
Deleting attachment files is covered in "Deleting Attachment Files and URLs from File Folders."
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Note: The Java Upload/Download tool is used in Java Client only. |
You can simultaneously add as many files as you like. When adding to the Files tab, the Java Upload/Download tool includes one check box; when selected, it will Unzip all zipped files upon upload. When you are ready, click Upload.
When the upload is completed, depending on Agile PLM system settings, you may be prompted "Would you like to delete the uploaded files from your local disk?" which is useful if you have loaded a file onto your computer only to attach it to an Agile object. When you uploaded the file, Agile File Manager created a copy of the file that is always stored in the file vault.
At any time before clicking Upload, you can Cancel the upload. Click Close to close the dialog.
To add attachment files to the file folder Files tab using the Java Upload/Download Tool in Java Client:
Open the file folder you want and, if it is not already checked out, click the Check Out button.
On the Files tab, select Add > Files.
The blank File Uploader window is displayed. The instruction "Drag Files Here" appears in the window.
Open a directory window (for example, Microsoft Explorer) and size the window so that you can see both the File Uploader window and the directory window on your screen.
Navigate to the directory you want.
Select the file you want and drag it to the File Uploader window and drop it. The file name appears in the File Uploader window.
If you drag and drop a folder, all the files in the folder are added to the list in the File Uploader.
You can also click the Browse button in the File Uploader window and browse for the file you want. When using the browse function:
Double-clicking on folder will open the folder's contents.
Single clicking on folder and then clicking Open will add all contents of that folder (files and also contents of subfolders within that folder)
Continue locating and dragging as many files as you want. You can open additional directory windows if you choose.
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Note: To remove any file from the download dialog box (for example, if you made a mistake and selected a file erroneously), click the file and press the Delete key on your keyboard. |
When you have selected the files you want, if desired, select the optional check box.
Unzip all zipped files upon upload — unzips ZIP files so that they are stored in their native format.
If this option is deselected, a ZIP file is stored in its ZIP format.
When you are done, click Upload.
The files are added to the file folder's Files tab. The File Uploader window displays progress messages for each file as it is uploaded.
When the files are uploaded, you are asked whether to delete the uploaded file from your local disk.
Yes (default) – removes the copy of the file from the directory from which you selected it. This ensures that the correct version of the file is maintained in the Agile file vault and you do not have any out-of-date copies on your local disk. To view or update the file, use the Agile Files tab.
No – the copy of the file that you selected to add to the Files tab remains on your local disk.
When you are finished, remember to check in the file folder by clicking the Check In button.
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Note: If a URL is added to a single file folder (there are no other files or URLs in that file folder) and the file folder version remains at Version 1, you can select the URL row on the Files tab, click Edit, and then edit (modify) the URL. All the business objects that include the URL on their Attachments tab will display the newly edited URL. |
To add a URL to the Files tab in both Java Client and Web Client:
Open a file folder, and click the Check Out button to check out the file folder.
Click the Files tab to display its contents.
Select Add > URLs. The URL dialog appears with rows for up to five URLs.
Enter a URL and description. URLs must include the http syntax.
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Note: The URL field is prepopulated with the text string http:// to streamline this process. |
To verify that you have typed the correct URL, click Preview. A new browser window opens using the URL you have entered.
Click OK in Java Client or Add in Web Client. The URL is added to the Files tab.
Click Check In to check in the file folder.
When a file folder is checked out, you can modify the editable fields on the Files tab.
To edit the files table in Java Client:
Open the file folder you want and, if it is not already checked out, click the Check Out button.
Click the Files tab to display it.
Select the rows you want to edit, and click the Edit button.
The Edit dialog appears.
Make the desired modifications and click OK.
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Note: If a URL is added to a single file folder (there are no other files or URLs in that file folder) and the file folder version remains at Version 1, you can select the URL row on the Files tab, click Edit, and then edit (modify) the URL. All the business objects that include the URL on their Attachments tab will display the newly edited URL. |
If there are multiple files or URLs on the Files tab, or the file folder has been advanced from Version 1, you will not be able to edit the URL. However, if the file folder is checked out, you can delete the URL row from the table and use Add > URLs to add a new URL row.
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Note: In the Web Client, the Files tab is displayed in edit mode. Make the desired modifications and click Save. |
When you delete a referenced attachment file, Agile removes the file from the File Management vault. The outside file at its original location is untouched; only the Agile copy in the vault is deleted.
Each time you use an outside file to create a referenced attachment file, it is copied into the File Management vault as an independent file with a unique numeric vault file name. This is true even if you add the same outside file to several different file folders. You can delete the file from one file folder without affecting any of the copies.
You must have the appropriate privileges to delete files and URLs from the Files tab. If you have questions about your privileges, contact your Agile administrator.
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Note: If the file you want to delete has been checked out from the Attachments tab of the business object that references it, (unless you have sufficient privileges) you cannot delete it from the file folder until it has been checked back in on the Attachments tab. |
To delete files and URLs from a file folder in Web Client:
On the Files tab of the checked-out file folder, select the files and URLs that you want to delete.
Click the Remove button or press the Delete key.
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Note: Be sure to use the Remove button on the Files tab. Do not use the Delete command on the Actions menu. This deletes the entire object you are working with, not just the attachment. |
To delete files and URLs from a file folder in Java Client:
On the Files tab of the checked-out file folder, select the files and URLs that you want to delete.
Click the Delete button.
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Note: Be sure to use the Delete Attachments button on the Files tab. Do not use the Delete command on the File menu and do not use the Delete Object button in the object window toolbar. This deletes the entire object you are working with, not just the attachment. |
If you have the appropriate privileges, you can purge checked-in file folder versions that are not referenced by any Agile object. Purging a file folder version removes from the File Management vault all the files checked in for that version. The version number is also removed from the file folder drop-down list.
Purging a file folder version and deleting attachment files have similar results because both actions remove files from the Agile file vault. These actions differ in the following ways:
When deleting files or URLs from a file folder, the file folder must be checked out. While the file folder is checked out you can selectively delete or replace files and URLs in that checked-out file folder version. When you check in the file folder version, any files or URLs you deleted are removed from the File Management vault. For more information, see "Deleting Attachment Files and URLs from File Folders."
Purging an unused file folder version action can be performed only to a checked-in file folder version. The checked-in file folder version cannot be referenced by any Agile object and it cannot contain any redlined files. Purging a file folder version removes all the files and URLs in that version from the Agile File Management vault.
Mary has checked out the Version 5 file attachment from an Item object Attachments tab. Mary works on her local copy of the file, and then checks in the Version 6 file attachment for the Item object. After she has checked in, Mary realizes that the file she checked in is incorrect. She checks out the attachment again, replaces it with the correct file and checks in Version 7. The incorrect file in file folder Version 6 remains in the file vault. Even though Version 6 can be considered only an historical document, and the Item attachment table no longer points to Version 6, Mary would like to remove Version 6 completely because it is incorrect.
To remove an unused file folder version:
Before you begin, you can verify that the file folder version you want to purge is not referenced by any other Agile object, on an Attachments tab or a Content tab.
Navigate to the file folder object and click the Where Used tab.
In the Version drop-down list, select the version you want to purge.
If the Where Used table for the selected version is empty, the file folder version is not in use.
If the Where Used table for the selected version lists one or more objects, if you have the appropriate privileges, you can modify those objects so they use a different file folder version:
Navigate to each object and edit the Attachments tab or the Content tab of the object to select a version of the file folder other than the version you want to purge. You can choose an earlier version, a more recent version, or the latest version (providing the version you want to purge is not the latest version).
With the file folder object open, from the Version drop-down list, select the version you want to purge.
From the Web Client Actions menu or the Java Client More... menu, select Purge Version.
Confirm the prompt.
Agile PLM checks whether the selected file folder version meets the requirements that allow it to be purged:
If the selected file folder version is in use (on an Agile object Attachments tab or Content tab) or if the file folder version has been incorporated to an item object, Agile PLM displays a warning message and the file folder version is not purged.
If the selected file folder version contains redlined files, Agile PLM displays a warning message and the file folder version is not purged.
If the selected file folder version is checked out, Agile PLM displays a warning message and the file folder version is not purged.
If the file folder version meets the requirements, it is purged. All files and URLs are removed from the Agile File Management vault and the version number is removed from the file folder's Version drop-down list.
The Purge Version menu selection is disabled if:
The user does not have the Purge Version privilege.
The latest version of the file folder is zero (0).
If you have searched and found an attachment file that you are interested in, then you may want to read it, revise it, or print it, among other possibilities. To print the file, see "Printing Attachment Files."
To read the file without revising it (or, to revise the file as you want without other people being able to access your revised version through Agile), or to review the contents of a file folder without revising it, then you will just perform a "Get" procedure, as described below.
You must have the appropriate privileges to check out and check in a file folder and to cancel a checkout, whether you are performing the operation at the file folder itself or from the Attachments tab of a business object. If you have questions about your privileges, contact your Agile administrator. If you are going to work with file folders often, it may be appropriate that you be assigned the File Folder Administrator or File Folder Manager role.
You can copy files on the Files tab of a File Folder object or a Design object to the directory of your choice. This is called getting a file. You can get as many copies as you like. To revise an attached file and make the version public, you must check the File Folder object out, make changes, and check it back in. This is covered in "Checkout and Checkin to Revise Attachment Files or File Folders."
Several users can get the same attachment files simultaneously. You can get files that are checked out. Also, you can get a file even though the application used to create that file is not installed on your computer.
You must have the appropriate privileges to get a copy of the file. If you have questions about your privileges, contact your Agile administrator.
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Note: When you get an attached file, the date stamp on your copy of the file reflects the date that you got the file, not the date that the file was attached or saved. |
In Web Client, the process to get files from the file folder Files tab is the same process used to get files from a business object Attachment tab.
The process is described in:
To get copies of attachment files from a file folder object in Java Client:
Display the Files tab of the file folder.
Select the rows of the files that you want to get.
Click the Get Files button.
In the Select Directory dialog, specify the directory where you want to store the copies.
If you selected more than one file, and you want to get the files together in one ZIP file, click Download the files in one ZIP file. Specify a ZIP file name.
Click OK. The files (or ZIP file) are copied to the specified directory.
You will be prompted whether you want to open the file or files.
To batch get copies of all the files from a file folder in Java Client:
Display the Files tab of the file folder.
Click the button drop-down menu for Get Files and select Batch Get All Files from this Object.
In the Select Directory dialog, specify the directory where you want to store the copies.
To get the files together in one ZIP file, click Download the files in one ZIP file. Specify a ZIP file name.
Click OK. The files (or ZIP file) are copied to the specified directory.
You will be prompted whether you want to open the file or files.
There are several factors that determine how you check out an attachment file for modification and check it back in, and how you check out a file folder for revision and check it back in. To revise an attachment file means, of course, to alter the contents of the file itself. To revise a file folder means making structural changes to the file folder's contents, such as adding a file, deleting a file, replacing one file with another, or editing the File Description.
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Note: When you download a file for revision, you simply get a copy of the file, make your revisions, and replace the original file when you are checking it back in. |
A file folder can contain one file or multiple files. All the files are stored in the file vault, part of Agile File Manager, each file identified with its file folder. To modify a file in the file vault, you must first check out its file folder.
When you check out a file folder, Agile PLM makes the attachment files available for modification by the Checkout User only—unlocks them—and renders the file folder inaccessible for modification by others. You can download and edit the file(s), which no one else can do until you either check in the folder or cancel the checkout.
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Important: To many people in manufacturing industries, to "check out a file" means a one-step operation in which the checked-out file is automatically downloaded to the user's computer and, in Agile PLM, when you check out a file from an Agile business object Attachments tab, the checked-out file is automatically download to the user's computer. However, in Agile PLM File Folders, think of CheckOut as synonymous with unlocking a file, making it available to only the file folder Checkout User for modification. After modifying and replacing the referenced file(s), CheckIn is synonymous with locking the file in the file vault. |
Once you have modified an attachment file and checked a containing folder back in, every user who views objects that reference that file, from the same or another file folder object, will see the modified version of the file, provided the user accesses the Latest Version of the folder object.
The ability for users to check out File Folders can be controlled by privileges associated to criteria based on attributes of the File Folder. For example, the "Approval Status" attribute can be used for controlling check out, when Routing Slip approvals on File Folders are used. See Agile PLM Administrator's Guide for more details on defining criteria and privilege masks.
By default, only you or a user with "file folder administration" privileges can check in a file folder that you checked out, or cancel a checkout.
The following procedure works from a file folder's Files tab. For information about checking out from a business object Attachments tab, see "Web Client, Checking Out Attachment Files" and "Java Client, Checking Out Attachment Files."
To check out a file folder and get attachment files for modification:
Open a file folder.
Click the Check Out button.
In Java Client and Web Client, "[Checked out]" appears at the upper-right portion of the object page.
The Version number of the folder is advanced, from the latest previous version to the next number. If the checkout is canceled, the version number will revert.
On the Title Block tab of the file folder, the checkout information is filled in, for example, Checkout User and Checkout Date.
Click the Files tab. The files in the file folder are listed (URLs are listed too).
To change the file folder itself, click the Add > Files or Add > URLs button.
To change the contents of attachment file(s), having checked the folder out, now select the files you want and click the Get button.
Revise and save the files.
Return to the checked-out file folder from which you got the attachment file you have modified.
Replace the file on the Files tab with the file you modified, using the appropriate instructions below for either Java Client or Web Client.
When you have completed all your modifications (Replace, Add, Delete, and Edit) click the Check In button. The file folder is checked in, and the version increments.
Web Client, replace files:
In the file row you want to replace, click the Replace button.
The Browse to Replace File dialog appears.
Click the Browse button to navigate to the directory you want and select the file.
When you are done, click Replace.
Java Client, replace files:
Select the row to enable the Replace File button.
Click the Replace File button.
The Select File dialog appears.
Select the modified file or navigate to the directory you want and select the file.
Click Open to complete the replacement process.
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Note: From the Files tab of the file folder, you can choose to replace a file at any time the file folder is checked out. |
The modified file writes over the previous version of the file.
Checking in a file folder increases the version number of the attachment.
When you check out a file folder and get an attachment file, a copy of the attachment file is stored in a specified directory. When you check the file folder in, the files remain in the directory until you delete them manually.
If you placed the file on the network or in a shared drive or directory (during the Get operation), you can check in the file from any computer that provides access to that drive or directory. If you place the file into a directory that is not a shared directory, it must be checked in from that same computer. See your Microsoft documentation for more information about shared directories.
When you want to discard edits to files on a file folder that you checked out, you can cancel the checkout.
A checkout can be canceled only by the user who checked out the attachment, or by a user with necessary "file folder administration" privileges. If you have questions about your privileges, contact your Agile administrator.
When you cancel a checkout, copies of the attachment files remain in the checkout directory you selected, but the original files are once more available to be checked out from the Files tab. Any edits you make to the remaining copies of the files do not appear in the public versions of the file (the versions of the file stored in the file vault).
To cancel a file folder object checkout:
Display the file folder object.
Click the Cancel Checkout button.
The other method to mark up or redline an attachment file is called "ad hoc redlining" in which the attachment is approached through the Files tab of the file folder.
To ad hoc redline or mark up an attachment file from a File Folder object in the Web Client:
On the Files tab of a file folder object, click the Redline button (or Has Been Redlined button) on the row of the file you want to redline. (This button is available only when the file folder is checked in.)
Use the tools described in the viewer online Help to redline the attachment. To view online Help, choose Help > Content in the menu bar.
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Note: Ad hoc markups are saved against and associated with the version of the file folder object. |
To ad hoc redline or mark up an attachment file from a file folder object in the Java Client:
On the Files tab of the file folder object, select a file you want to redline.
Click the Do Redlining button.
When the Viewer opens in redline mode, click the Markup button. (This button is available only when markups are allowed.)
Use the tools described in the viewer online Help to redline the attachment. To view online Help, choose Help > Content in the menu bar.
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Note: Ad hoc markups are saved against and associated with the version of the file folder object in the Agile system. |
For more information about the Viewer, see Viewer Supplement.
You can perform a mass update of a file folder in both Web Client and Java Client.
You can remove or replace a file-folder attached to multiple objects simultaneously. For example, if File Folder 2 is created, and File Folder 1 becomes obsolete, you can replace the attachment of File Folder 1 with File Folder 2 on all of the objects that include a reference to File Folder 1.
Remove a file folder reference from all objects or from some objects that reference the file folder.
Replace a file folder reference in all objects or in some objects that reference the file folder.
Add a file folder to the Attachments tab of multiple specified objects.
To perform a bulk file folder operation in Web Client:
Open the file folder that you want to remove, replace, or add.
Choose Actions > Mass Update.
Specify whether you want to add file, remove file, replace file, or replace version, and click Continue.
Select the version of the file folder on which you want to perform the bulk operation.
Using the wizard search tools, find and select the objects you want to be affected by this bulk operation.
Select the attachment files you want to include in the operation, and click Save.
To perform a bulk file folder operation in Java Client:
Open the file folder that you want to remove, replace, or add.
Right-click and choose Mass Update.
Select the version of the file folder on which you want to perform the bulk operation.
Select the attachment files you want to include in the operation, and click Next.
Specify whether you want to add, remove, replace the file folder or replace the version of the file folder, and click Next.
Depending on which function you selected in step 5 above, use the wizard search tools to find and select the objects you want to be affected by this bulk operation or, select the objects you want to be affected from the displayed list.
Click Finish.
(Java Client)
(Web Client)
