Accessing & Understanding Collection Folder & File Screen

The Collection Folder & File (Documents) screen displays the folders and the files present within the folders under a specific collection..

Follow the given procedure to access the Collection Folder & File screen:

  1. The Collection Home screen opens by default when you logging in to the SKYSITE  Archives application.

  2. In order to navigate to the Collection Folder & File screen click on  present on the Action Bar at the top right-hand side of the screen.

  3. The Collection Folder & File screen opens by default. If it does not open by default or if you are navigating to this screen from any other screen then click on present at the top right-hand Sub-Action Bar.

Screenshot displayed below shows the Collection Folder & File screen:

The screen is divided into two sections. The left-hand side grid section displays the folder structure of the selected Collection. Once you select any of the folders, the file present inside the selected folder will be displayed on the right-hand side File display grid.

Collection Selection:

Folders and Files of various Collections can be viewed one at a time by selected Collection from the Collection Selection drop-down . Once this drop-down is clicked the following Collection Select/Change screen appears,

  • Click on any of the Collection Display tiles to select a Collection to view its folders & files (if no Collection is selected) or change current Collection to another Collection in order to view that newly selected Collection's folders & files. The currently selected Collections will appear in green [highlighted by the red rectangle in the screenshot above].

  • Click on button associated with each Collection Display Tiles to view Collection information.

  • You can enter keywords to search for Collections, reset the search and view only favorite Collections by clicking these three buttons respectively.

Creating folder & Uploading Files within selected folders:

  • Click on (Create folder button) to create a new folder. Refer Create Folders for further details.

  • Click on (+Add button) to upload files inside the selected folder (this folder is present on the right-hand side grid section). Refer Uploading Files for more details. This button does not appear at root-level, that is, when the Documents screen opens directly under a collection.

Description of left-hand side Folder Grid section:

The left-hand side grid section displays the existing folder structure under the selected collection.

  • Click on sign to navigate to folders present inside folders (NOT double-clicking the folder).

  • Click on button to refresh the folder list. Hence, changes made folder list during an intermediate period after logging on will be reflected after refreshing the folder list.

  • You can select a folder and then use the   button to move the folders up and down as per your wish. This option only works when the folders sorting option is selected as "Manually organized". 

  • Click button to create a new folder directly under a collection or under another selected folder

  • Click on button to perform other operations on the folder. These are explained in details under the Working with folders section of this help file. 

Description of right-hand side File Grid section:

The right-hand side grid section displays the Collection files of the selected folder.

The following operation can be performed on the file:

  • Click on button present on each row to download the respective file.

  • Click on button to fill/update file information (General & Custom Properties - Meta-data information). This is shown below,

You can rename the file, enter or modify the title, enter or modify the description, enter or modify search tags of the file and enter or modify the custom attributes of the file within the File Properties tab. The File history/version tab will display information about the history and version of the file.

You can fill up these fields during the time of File Upload. But you may choose to keep all these fields blank and later fill it up by clicking button. The File Name remains what it was before upload but you can change the name through the Rename File text field.

Details on meta-data information:

Meta-data is being used to classify the documents held in your database. All of these fields are searchable and will contain keywords for identifying documents in the database. Meta-data of any files can be accessed by clicking on the symbol next to the file name.

These documents will be searchable from within the files structure and via the global search. Most documents will also be OCR enabled making all text within the documents searchable as well. Access the Advanced Search by clicking the [Advanced Search] button above the file listings.

  • Click Update & Close after you finish populating/updating the information.

  • Click on the File Name link to open, view and edit file content through the Application Viewer. Details are given in Viewing File help file.

  • Various column details are:

    • Rev: Displays the Revision Number. If the file is uploaded in the application for the first time then the revision number will be 1. If the file is checked out and then checked in after any edit then the revision number will be 2 and so on. Also, if the same file is uploaded twice and the New Revision radio-button is selected during upload then the revision no. can also become 2.

    • File Status: The status of the files are displayed here.

    • Last Check-in: Displays the date & time of the last check-in of the file after modifications. Refer Checking in Files for more detail

    • Title: Displays the title of the file. Entered through General Properties tab which opens after clicking button.

    • Description: Displays a general description of the file. Entered through General Properties tab which opens after clicking button.

    • File Size: Displays the size of the file in Kilobyte.

    • Custom Field Column Headings: These columns displays the information related to the Custom Fields. The data displayed in these fields are entered through the Custom Properties tab which opens after clicking button. These fields itself are created from Settings > Custom Lookup Fields. 

  • Search files by entering keywords in Search by file name option. Refer Searching File for more info.

  • You can select which particular columns to display and in which position the columns will be displayed in the grid section from  the View Selection drop-down . Refer Manage View for more details.

  • Click (Advanced Search) button to search for files using custom attributes. Advanced is explained in more detail here.

  • After selecting a file or multiple file you can share the file by clicking on the [Share file] button.

  • Click on   button to perform other operations on the files. These are explained in details under the Working with files section of this help file.

Note: Most of the operations given above are explained separately in different help files.