Purpose The purpose of this document is to define the process of using File Versions in ClientSpace.
Overview Files uploaded to ClientSpace as Attachments or assigned to Dataform Fields can now have a hierarchy of several files, all associated with a ‘Primary’ file. The Primary file is considered the currently in-use file. Other files associated with this Primary file are considered to be ‘Versions’ or ‘Versioned’ files. Versioned files can be updated to be the Primary file (a technique called ‘Pinning’). This will allow for somewhat of an historical record of File Management activity.
On Attachment lists or Dataform Fields, only the Primary file is displayed. Using the File Management Upload web page, modifications to the hierarchy can be accomplished.
There is no technical limit to the number of files that can be included in the hierarchy, but only one file will be designated as the Primary file at any time.
Protected versus UnProtected If files are shared over multiple locations in ClientSpace, they can be managed as individual sets of files (Protected) or as a synchronized set (UnProtected). This implementation in ClientSpace is currently limited to Orgs, Contacts and Activity Attachments.
See the section “Special Considerations” below for a description of this methodology. System Configuration On the App Settings page, ‘Miscellaneous’ tab, a new “File Versioning” checkbox has been added. This checkbox sets the default behavior for the installation. When uploading a file, the File Management Upload page will contain a set of radio buttons labelled “Replace” and “New Version”. Based on the File Versioning checkbox setting, the appropriate radio button will automatically be selected based on the following convention: - When unchecked, files uploaded over existing files will ‘Replace’ the existing file (this is how prior versions of ClientSpace operated)
- When checked, files uploaded over existing files will become the Primary file, causing the existing file to become a ‘Version’ of the Primary file
Security New Security Entities have been added to manage the versioning process: - FileMan_Ver_Override
- Allows a user to override the default File Versioning App setting when uploading a file. The user can select either the “Replace” or “New Version” radio button on the File Management Upload page. Each time the page loads, the default value will be selected
- FileMan_Pin
- Allows a user to swap files in the versioning hierarchy
- FileMan_Delete
- Allows a user to delete a version of a file
File Management Upload User Interface Modifications File Versioning | The file attachment datatype (File Upload Manager - database) in NEXT has been enhanced to respect both dataform and File management security rights. These security rights work in the following way:
With field edit rights comes an additional layer of security in the file manager dialog using the File_Man security entities: