Each file you store within Activ’s Library structure can be accessed and managed via the File Manager module. Each file’s record consists of three tabs: Properties, Download History and Review Log.
This article provides a guide to the fields that are available throughout this module. There are two groups of fields that you may encounter whilst using the File Manager. These are:
- A file’s main properties, which are accessed when editing the Properties tab or when uploading a file.
- Review fields, which are available on the Properties tab after a file Review has been scheduled.
*****
Property Fields
Choose File* – this field is only available when uploading a file. Click on the button to open your file explorer and locate the file that is to be uploaded. This file may be on your PC hard drive, your network, or a removable storage device.
Name* (Uploading a File) – this field is only available when uploading a new file, and is automatically populated with the chosen file’s name. Edit the name here if desired, but note that the file extension (.pdf, .docx, .xlsx etc) must be included and that ampersands (&) must not be used. This field will inherit the original file’s name and be locked for editing if you are uploading a new version.
Name* (Editing Properties) – use this field to edit the file’s display name. Note that the file extension (.pdf, .docx, .xlsx etc) must be included, and that ampersands (&) must not be used.
Created – automatically populated with the date that the file was first uploaded to Activ.
Type* – this field records whether the file is a Word Document or PDF (etc), and the extensions that Activ associates with the file type. It is automatically populated based on the chosen file’s extension when you are uploading a new document, but will inherit the original file’s type when a new version is uploaded even if the new version is a different file type. You will need to manually edit this and the file extension in the file’s Properties if you upload a new version that is a different file type. You can configure the available options from the Settings tab (see Configure File Manager Settings).
Modified – automatically populated with the date that the file was last modified.
Classification – only available if Classifications is enabled for this module. This is an optional field that can be used to tag the file with the appropriate classification, or left blank for no classification. Classifications are managed from the Settings tab (see Configure File Manager Settings).
Folder – shows which folder the file belongs to, or is blank if the file is in the Library’s root. This is automatically populated.
Version Comments Required?* – this defaults to ‘Yes’, meaning that users are required to enter a comment when uploading new versions of the file. These comments will be displayed alongside the (automatically generated) version number, allowing you to maintain a comprehensive audit trail as new versions replace previous ones. If you select ‘No’ then users will not be required to enter version comments when a new version is uploaded.
Apply ADS To This File?* – this field is only available in the Controlled Documents Library when Automatic Document Stamping is enabled. The field defaults to ‘Yes’ for applicable files, meaning that the header/footer in the file will be stamped according to your system settings. You can selectively switch off Automatic Document Stamping (ADS) for an individual file by selecting ‘No’ here. See the Automatic Document Stamping User Guide for more information.
Relates To – this field is only applicable when the file is in a Company or Employee Library, and will be blank if it is in Records or Controlled Documents. When relevant, it is automatically populated with the Company or Employee that the file relates to.
To be Reviewed?* – defaults to ‘No’. Use this field to specify whether the file is to be scheduled for review, and whether the review is to occur ‘Once’ or ‘Regularly’). If ‘Once’ or ‘Regularly’ are selected, further fields become available (see below).
Need To Read?* – this field specifies whether the file needs to be read by all users who have access. When set to ‘Yes’, all users with access will be notified that they need to view the file’s current version, and will receive further notifications to view the file every time a new version is uploaded. This notification will come via their regular notifications e-mail provided they have selected the appropriate options within My Details – Notifications. They will continue to be notified until they have viewed the new file.
Description – enter a description of the file (optional).
*****
Review Fields
Note that these fields only become available after ‘Once’ or ‘Regularly is selected within the file’s To Be Reviewed?* field, as they are only applicable when setting up file reviews.
Next Reviewer – use the dropdown list to select the person who will be responsible for the next review.
Next Review Date – if ‘Once’ is selected in To be Reviewed?*, select the next review date using the calendar icon to the right of this field. If ‘Regularly’ is selected in To be Reviewed?*, this field will be populated based on the selections you make in the Review Every* and Schedule* fields.
Review Every* – consists of two dropdown menus that are only available if ‘Regularly’ is selected in To be Reviewed?*. Enter the desired review frequency by selecting a numeric and either ‘Weeks’, ‘Months’, or ‘Years’.
Schedule* – only available if ‘Regularly’ is selected in To be Reviewed?*. Select ‘Flexible’ or ‘Fixed’. If ‘Flexible’ is selected, the Next Review Date will be calculated using the interval given in the Review Every* field and the date on which the previous review was completed. For example, if Review Every* was set to 3 Months and the file was reviewed on June 3rd, then Activ will automatically set the Next Review Date for September 3rd. If ‘Fixed’ is selected, the next review will be scheduled at fixed intervals regardless of when the last review actually took place.
