Adding and working with files (attachments) on objects

About this task

When you add a file, it is associated with the object in the view that you have open.

When you add a file, a copy of the file is uploaded to the OpenPages® file repository. After you add a file:

• Click the file name to view file details and access multiple versions of the file if they exist.
• Click to download it.

Click to check out a file.

A checked-out file has the following characteristics:

• A checkmark is displayed next to the file name. If it is green, you checked it out. If it is blue, another user checked it out.
• The file is locked and cannot be overwritten in the file repository.
• Other users can view and download the last checked in version and all earlier versions of the file.

The file can also be associated with other objects.

When you check in a file, you can add a comment. After the file is checked in, the file is unlocked and the new version with your latest changes is available to other users to view and check out.

In the following example, the file in the second row has a checkmark to indicate that the file is checked out.

Depending on how the system is configured, you might be able to open and edit Microsoft Office files (Word, Excel, and PowerPoint) directly from OpenPages. If this feature is enabled, the (View) and (Edit) icons display next to Microsoft Office files.

Rather than accessing files from a Task View, you can also access files by clicking Primary menu > Attachments > Files . Click the file that you want to view or edit. In a Task or Admin View for the File object type, go to the Versions section. For more information, see Adding and managing all files (attachments).

1. Open the task that you want to work on.
2. Locate the section that contains file attachments.
   For example, this section might be titled Supporting files and artifacts.
3. To add files to the object:
   1. Click Add/Update and select the file. Alternatively, you can drag files to the files section.
   2. Complete the fields in the Files to add window.
   3. Click Upload.
      The file is added and automatically checked in.

After you add a file, you can use two methods to upload a new version of the file. With either method, if another user checked out the file before you tried to upload it, you receive an error message when you upload the file.

4. To update a file by using manual check out:

   Use this method to prevent other users from editing the file while you are working on your changes.

   Do not use this method when editing Microsoft Office files directly from OpenPages by clicking View or , or Edit or .

   1. Click to check out the file. If the file is already checked out, the icon is hidden.
   2. Download the file.
   3. Make and save your changes to the file.
   4. Click Add/Update and select the file. Alternatively, you can drag the file to the files section.
   5. Complete the fields in the Files to add window.
   6. Click Upload. Your copy is uploaded and the file is checked in.

   You can click to cancel a check out. If you cancel a check out, OpenPages reverts to the last checked in version of a file in the file repository.

5. If you are making quick changes to a file, you can update the file without using manual check out:
   Restriction: Do not use this method when editing Microsoft Office files directly from OpenPages by clicking View or , or Edit or .
   1. Download the file.
   2. Make and save your changes to the file.
   3. Click Add/Update and select the file. Alternatively, you can drag the file to the files section.
   4. Complete the fields in the Files to add window.
   5. Click Upload. The file is automatically checked out and back in.
6. To view a Microsoft Office file when the View button or icon is displayed, do the following steps:
   1. Click View or .
   2. Click Open [App] in the dialog box that opens the Microsoft Office application.
   3. View the file.
   4. If you have the rights to edit the file, you can edit the file even though you chose to view it. Click Enable Editing in the Microsoft Office application and start making your changes. The file is automatically checked out. Make and save your changes. Click Check in or to check in the file in OpenPages when you are finished.
      If the following message appears when you click Enable Editing, the file is locked by another user. Wait until the file is unlocked to make your edits. You can choose only the first option, View a read-only copy. The other two options are non-functioning.

      
7. To view a Microsoft Office file when the View button or icon is not displayed, click Edit or and either cancel the check-out or check in the file after you view it. If you don't see the Edit button or icon, download the file and open it manually.
8. To open and edit a Microsoft Office file:
   1. Click Edit or .
      Two dialog boxes are displayed:

      • An OpenPages dialog box that reminds you to check in the file when you are finished.
      • A Microsoft dialog box that opens the Microsoft Office application.
   2. Leave the OpenPages dialog box with the reminder open until you are finished editing the file. Or, you can click the Cancel checkout button in the dialog box to close it. Closing the dialog box does not cancel the check-out. Remember to check in the file when you are finished.
   3. Click Open [App] in the dialog box that opens the Microsoft Office application.
   4. Click Enable Editing in the Microsoft Office application if Protected Mode is enabled.
      If the following message appears when you click Enable Editing, the file is locked by another user. Wait until the file is unlocked to make your edits. You can choose only the first option, View a read-only copy. The other two options are nonfunctioning.

      
   5. Make your changes and save frequently because auto save is not enabled. When you manually save, your changes are saved to the file in the OpenPages file repository. However, other users cannot see your changes until the file is checked in.
   6. When you are finished, click Check in in the dialog box to check in the file.
      If you want to check the file in later, you can click Check in later.

      Note: If the OpenPages session times out or if there is a connectivity issue, you might get a message saying that your file failed to save to the server. To ensure that your file is saved, save locally and click Update to manually upload the file to OpenPages.