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4.3 Library Actions: Files

NOTE: Like folders, the actions you can take on files and the menus you see depend on your individual and group privileges. The following paragraphs discuss all of the file options available in the library. Keep in mind that, depending on your individual and group privileges, some of these options may not be available to you.

Right-click on a file name or use the file's drop-down menu to see a list of actions you can take against the file (Figure 4-25).

Figure 4-25. Library: File Options

These options include the ability to:

In addition, root users and administrators can Approve files if the web group was set up to require approval of files uploaded to the library.

4.3.1 Moving Files

To move a single file from one folder to another, click on the file name and drag the file to its new location. The cursor will change to a square shape (Figure 4-26) indicating that the new location is valid. If the cursor changes to an shape (Figure 4-27), then the new location isn't valid.

Figure 4-26. Moving a Single File to a Valid Location

Figure 4-27. Moving a Single File to an Invalid Location

To move multiple files, shift-click to select consecutive files or CTRL-click to select nonconsecutive files, then drag the files to the new folder.

4.3.2 Download File

To download a file, click on the file's name and select Download from the file menu (Figure 4-28). The file will be downloaded to the location specified in your browser's preferences.

Figure 4-28. Library: File Actions: Download File

4.3.3 Text Version

To view a text-only version of a file, click on the file's name and select Text Version from the file menu (Figure 4-29). The text version opens in a new window (Figure 4-30). Click on to close the window.

Figure 4-29. Library: File Actions: Text Version

Figure 4-30. Library: File Actions: Text Version Window

4.3.4 File Properties

To view a file's properties, click on the file's name and select Properties from the file menu (Figure 4-31). The File Properties window (Figure 4-32) provides basic information about the file. Click on to close the window.

Figure 4-31. Library: File Actions: Properties

Figure 4-32. Library: File Actions: File Properties Window

4.3.5 Delete File

To delete a file, click on the file's name and select Delete from the file menu (Figure 4-33). You can shift-click to select multiple files to delete. NOTE: Delete moves the file to the Recycle Bin, but doesn't delete it. For instructions on emptying the Recycle Bin and recovering deleted files, see paragraph 4.6.

Figure 4-33. Library: File Actions: Delete File

4.3.6 Checkout

Checkout locks a file so that it can't be overwritten by another member. Other members can download the file, but, until you check it back in, other members can't upload a new version.

To check out a file, click on the file's name and select Checkout from the file menu (Figure 4-34). The file's name will turn red in the file listing to alert other members that the file is checked out (Figure 4-35).

Figure 4-34. Library: File Actions: Delete File

Figure 4-35. Library: Checked Out File

To check the file in:

  1. If necessary, upload a new version using Replace/Edit (see paragraph 4.3.7).
  2. Click on the file's name and select Check-In from the file menu (Figure 4-36). The file's name will turn black in the file listing to alert other members that the file has been checked in.

Figure 4-36. Library: File Actions: Check In

4.3.7 Replace/Edit

To replace a file or edit its properties, click on the file's name and select Replace/Edit from the file menu (Figure 4-37). The File Edit window (Figure 4-38) allows you to upload a new version (click on Choose File) or change any of the file's editable properties. Click on save to upload the new version of the file and/or change the file's properties. Click on cancel to close the File Edit window without replacing the file or editing its properties.

Figure 4-37. Library: File Actions: Replace/Edit

Figure 4-38. Library: File Actions: Replace/Edit

4.3.8 Watch File

To watch a file, click on the file's name and select Watch File from the file menu (Figure 4-39). You'll receive an email whenever someone uploads a new version of this file, edits its properties, checks it out or in, or deletes it.

Figure 4-39. Library Actions: File Actions: Watch File

To stop watching a file, click on Watching Files, then the file name (Figure 4-40). Select Stop Watching from the file menu (Figure 4-40).

Figure 4-40. Library Actions: File Actions: Stop Watching File

4.3.9 Access Log

To view a file's Access Log, click on the file's name then select Access Log from the file menu (Figure 4-41). The Access Log (Figure 4-42) shows you who has downloaded or checked out a file. Click on to close the Access Log.

Figure 4-41. Library Actions: File Actions: Access Log

Figure 4-42. Access Log

4.3.10 Version/History

To see a file's version history, click on the file's name then select Version/History from the file menu (Figure 4-43). The File Version History (Figure 4-44) shows you previous versions of the file. Click on to close the File Version History.

To Recover a Previous Version of a File: You can recover a previous version by viewing the file's version history and clicking on the file name link.

Figure 4-43. Library Actions: File Actions: Version History

Figure 4-44. File Version History

4.3.11 Blog

To see a file's blog, click on the file's name then select Blog from the file menu (Figure 4-45). The File Blog (Figure 4-46) lets you enter comments about a file and view comments that other members have entered. Click on to close the File Blog.

Figure 4-45. Library Actions: File Actions: Blog

Figure 4-46. File Blog

4.3.12 Approving Files (Root Users and Administrators)

If the web group is set up so that new files require approval (see paragraph 5.6.1), root users and administrators must approve all files uploaded to the library. Depending on the options selected when the web group was created, members may not be able to view unapproved files, or they may be able to view unapproved files and download them (Figure 4-47), but will not be able to edit their properties, check them out, or upload a new version.

Figure 4-47. Library: Uploading File: Unapproved Document

To approve a document, click on the file's name and select Approve from the file menu (Figure 4-48).

Figure 4-48. Library: Uploading File: Approving a Document




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