Requirements: none
The file detail page opens after clicking on the file name in the file list. The breadcrumb navigation is displayed at the top so that you can see where the file is stored in the network. The detail page allows you to view all relevant information and metadata for the respective file. You can also edit the file from the detail page.
New version #
If you have the appropriate permission, you can upload a new version of the file using the ‘New version’ button at the top right of the detail page.
The new version then appears in the version history which is located on the right of the file detail page. The original file is always the first version of the file denoted as ‘v1’. New versions are added chronologically and are given a sequential designation such as ‘v2’, ‘v3’ etc. By clicking on the respective version, any previous editing changes to the file can be clearly traced. The following data points are shown for each version:
- Created on and time
- Views
- Creator including link to profile
- Details for this version, if available
New version – add file #
The ‘New version’ button takes you to the form for add the new file version. Here you can add a file from your own computer by using either the button ‘Add file’ or via drag & drop. The file is only fully uploaded when the progress bar showing the progress of the upload is coloured green. If the upload fails, this is indicated by a red progress bar and a corresponding error message.
New version – Details for this version #
The saved details for this version are shown in the version history as additional information.
Download #
The ‘Download’ button is located at the top left of the file detail page. Click on it to save the file to your own computer. The latest version of the file is always used.
If this is not the version you want, you can use the function ‘Download version’ and select the desired version.
Metadata #
All relevant metadata for a file can be viewed on the file detail page:
- System name
- Creator
- Size
- Saved at
- Created on
- Last change
- All views*
*The view count of a file refers to both viewing only as well as downloads and is counted per user and per valid sessio
Share as post #
From the file detail page, click on the context menu next to the ‘New version’ button to display the ‘Share as post’ function.
By clicking on this, you are forwarded to the posts module. The ‘Compose post’ screen opens and the file is already added. The visibility of the post is preselected and is based on the storage location of the file. Users must only enter a text of post in order to send the final file post. This requires that the respective user has permission to publish posts in this process.
Lock file against changes #
From the file detail page, click on the context menu next to the ‘New version’ button to access the ‘Lock file against changes’ function. This allows people with the appropriate permissions to lock a file for changes of any kind. The time period for which the file remains locked is three days (72 hours) from the time of activation. During this period, the file can only be edited by the person who locked the file. Downloading the file is still possible for all users.
Other users will see an information bar above the metadata of the file indicating that the file is currently locked for changes. In addition, the ‘New version’ button is not available during this time and the ‘Edit’ buttons of tixxtDOCS and the Microsoft Office 365 integration (if available) are greyed out and cannot be selected.
The locked status can also be removed before the three days have elapsed by the person who locked the file or any admin. To do this, they simply click again on the context menu next to the ‘New version’ button and then on ‘Unlock file’.
How to enhance collaboration
Sometimes, you may need a few moments to edit a file all by yourself before making it available to everyone else. For example before a meeting where the file in question is to be discussed. Use the “Lock file against changes” option to give you time to prepare. After making your changes, simply unlock the file again. Now everyone can work on the updated version.
Mark file as ‘Final’ #
From the file detail page, click on the context menu next to the ‘New version’ button to open the ‘Mark file as Final’ function. If you have the necessary permissions, this function can be used to lock a file so that no changes can be made to it. Downloading the file is still possible. Other users will see an information bar above the metadata of the file indicating that the file has been marked as ‘Final’. In addition, the ‘New version’ button is no longer available and the ‘Edit’ buttons of tixxtDOCS and the Microsoft Office 365 integration (if available) are greyed out and cannot be selected.
If a file has been marked as ‘final’, this setting can be removed by people with the appropriate permission. To do this, they must click again on the context menu next to ‘New version’ and then on ‘Remove marking as ‘Final’’.
Common use cases
Marking a file as “final” can be useful if all desired changes have been made and the file should not be edited any further. For example, this would allow you to finalise a draft for a new campaign or a Corporate Design document. Use this function any time you want to make sure there will be no additional changes to a document, for example in case of a template.
Move file #
On the file detail page, people with appropriate permissions will find the option to move the file under the context menu next to the ‘New version’ button.
After clicking on ‘Move file’, a window opens in which you can navigate through the network’s folder structure until you find the desired new folder for the file. By clicking on ‘Select folder’, the file is moved accordingly.
Edit file #
From the file detail page, authorised users can click on the context menu next to the ‘New version’ button to open the ‘Edit file’ function. This makes it possible to edit the metadata of the file. In contrast to the ‘Edit’ function in the headline of the file detail page, the ‘Edit’ function in the context menu allows you to manage the metadata.
Here you can edit the system name of the file and its description.
Under ‘Destination folder’, you can specify one or more additional visibilities for the file at a later date. The desired location can be defined under ‘Select another folder’. After clicking on this, a new window opens in which the network folder structure can be seen, allowing you to navigate to the desired location.
Clicking on ‘Save changes’ applies the changes.
Delete file #
From the file detail page, authorised users can click on the context menu next to the ‘New version’ button to open the ‘Delete file(s)’ function.
After clicking on ‘Delete file’, a confirmation query appears. Once this has been confirmed, the file is permanently deleted from the network.
Download version #
In addition to downloading the current file, you can also download older versions of files. Use the version history on the right-hand side of the file detail page to do this. By clicking on the context menu next to the respective version, you can save it locally to your computer by selecting ‘Download version’.
Delete version #
If several versions of a file have been added, people with appropriate permissions are able to delete all but the current version. To do this, click again on the context menu next to the version and then on ‘Delete version’.
After clicking on ‘Delete version’, a confirmation query appears. Once this has been confirmed, the file version is permanently deleted from the network.
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