All Files stored within the Documents include current and previous versions.

It is important to realize that a File maybe linked to information in more than one location. The File Placeholders in a Document are a link to the file.

For example: a Fire Compartmentation drawing maybe linked in both the Building O&M Manual and the Fire and Emergency File Section. Therefore if you delete the File List placeholder in one document it will still exist in the other(s).

The File Store can be accessed from a document Editor page by selecting the FILES tab at the foot of the screen or using the PENCIL symbol from within a File Placeholder List.

TIP: both features operate in a similar way and generally most users will navigate to a Files placeholder list use the PENCIL to upload and edit files.

Fig 01: Document Editor Page: Accessing the Document File Store

Fig 02: Document File Store accessed via file list  PENCIL symbol

1. Document Files - Click arrows to open and close
2. Search and filter tools - Search file metadata
3. File Store metadata and information -non editable  (sortable columns)
   • File Name 
   • File Extension
   • Reference
   • Description
   • Status / Suitability
   • Revision
   • Issue
   • Type - type of file data sheet, specification, certificate, drawing
   • Company  - file author, owner
   • Upload date
4. File Placeholder metadata -partially editable. Note that file changes including metadata will update information in both Document and Project File store 
   • Reference (editable)
   • Description  (editable)
   • Type - type of file e.g. data sheet, specification, certificate, drawing (dropdown list)
   • Status / Suitability (dropdown list)
   • Revision (editable)
   • Issue (editable)
   • Tags (editable)
   • Company  - file author, owner (editable)
   • File Name
   • File Extension
   • Viewer
   • Size
   • Maintenance - are maintenance procedures in file linked to maintenance schedule
   • Uploaded by
5. Document File Controls - Refer to Managing Files - Single Upload Files List and Managing Files - Bulk Upload Files List 
6. Update and Close modal

Accessing the File Store using the FILES button provides the ability to upload, download and edit file meta data. 

For example files can be centrally uploaded here and then used to link to File List Placeholders within the Document.

Fig 03: Document File Store accessed via the FILES button

1. Search and filter tools - Filters are created based on the file metadata
2. File metadata and information  (sortable columns)
   • File Name 
   • File Extension
   • View/Download - PDF files will open an inbuilt viewer. Non supported files will download.
   • Reference
   • Description
   • Type - type of file data sheet, specification, certificate, drawing
   • Suitability
   • Revision
   • Issue
   • Tags
   • Company  - file author, owner
   • Link Count - number of file placeholders the file is linked to within the project
   • Uploaded by
   • Upload date
   • File Size
   • Is Attachment
3. Controls to Edit the metadata
   • ​Delete - Files with Links cannot be deleted
   • Edit - Edit metadata
   • Validate - COBie sheets can be validated and report created
   • Info - Models can be processed and entity data extracted for download
4. Return to the Document Editor page.
5. Add Files
6. Bulk Actions
   • Download - select files and download
   • Export to Excel - export all metadata to .csv file
   • Delete - select files and delete