File maintenance (SM202510)

This topic gives you information about the elements that you find in this window in Visma.net ERP, such as fields, field values, buttons, and check boxes.

You can use this window to view properties of the selected file, to import a new version or delete an old version of the file, and to check the file out for editing or check in an updated version.

In this window, you can define a primary document or article if the initial primary document or article (from which the roles inherit the access rights to this file) to which the file was attached was renamed or deleted. Also, you can view and edit the access rights that roles have to the file and configure synchronisation of the file with an external file or folder.

Button Description
Check out Closes (denies) access to the file for all users except you.
Undo checkout Opens access to a file that was previously checked out.
Upload new version Invokes the File upload dialog box, which you can use to import a new version of the selected file.
Get latest version Downloads the latest version of the file from the database.
Synchronisation Offers options you can select to define the direction of synchronisation: Import file or Export file.

You use this area to view the file name and whether the file is checked out and by whom.

Element Description
File The name of the file.
Checked out by A read-only field that shows the user name of the user who checked the file out (if applicable).
Checkout comment A read-only field that shows any comment provided by the user who checked out the file (if it has been checked out).
Is hidden A check box you select to cause the file to be hidden for users accessing the system from outside, such as through file transfer protocol (FTP).
External link The external link to the file.
Wiki link The internal link to the file.
WebDAV link The WebDAV link to the file.

The table on this tab displays all versions of the file.

Button Description
View selected version Opens the selected version in a new browser window.
Column Description
Version ID A read-only field that shows the number of the version.
Created by A read-only field that shows the user who imported this version.
Creation time A read-only field that shows the date when the version was imported.
File size A read-only field that shows the size of the file.
Comment Any additional information that has been provided at the time of import about the version.
Original name (if different) The original name of the file, if it is different from the current name.

This tab displays the list of articles the file is attached to, including the primary article.

Element Description
Name The name of the primary article (from which the roles inherit the access rights to this file) the file is attached to.
Button Description
Latest only If highlighted, indicates that the list currently includes only the latest versions of articles (if article versioning is turned on).
Click the button to view all versions that have the file attached.
Open Opens the selected article or article version.

Column Description
ID A read-only field that shows the ID of the article the file is attached to.
Language A read-only field that shows the language of the file version.
Page version ID A read-only field that shows the ID of the article version that has the file attached.
Name A read-only field that shows the name of the file.

This tab displays the list of system entities—such as stock items and supplier, customer, and employee accounts—the file is attached to.

Button Description
View entity Navigates to the appropriate window with the record displayed.

Column Description
Entity A read-only field that shows the system entity (by its graph name) the file is attached to.
Row values A read-only field that shows a description of the record that uniquely identifies the record in the system.

This tab displays the list of roles with their access rights for the file. The access rights the roles have to the file are inherited from the rights of the primary article or the primary window.

Element Description
Is public (the file ignores access rights and is visible to everyone) A check box that you select to make the system ignore any access rights specified for the file and display it to all users.
Wiki

The name of the wiki that contains the primary article.

For the file, you select the primary article in the selected wiki or the primary window.
Primary page

The wiki article that defines the access rights the role has to the file.

By default, it is the article to which the file was attached for the first time.

For the file, you select the primary article in the selected wiki or the primary window.
Primary window

The window that defines the access rights the role has to the file.
By default, this is the window to which the file was first attached.

For the file, you select the primary article in the selected wiki or the primary window.
Access rights A table with a read-only list of roles defined in the system and their access rights to the primary article or window.
For more information, see: About levels of access rights.

You use this tab to configure synchronisation between the selected file and an external file or folder, which is specified on this tab.
If synchronisation is with a folder, when exported from the system, the versions of the internal file become files within the folder, and, when imported into the system, the files within the folder are uploaded as versions of the internal file.

Element Description
Synchronise A check box that you select to indicate that file synchronisation is required.
Synchronisation type The synchronization type to be used for the file. You can select one of the following options:
  • FTP:
    To synchronise files by using FTP.
  • HTTP:
    To perform synchronisation with a file specified by its URL.
  • Shared folder:
    To perform synchronisation with a shared folder or a file in the shared folder.
    Once selected, this option enables the Synchronise folder content check box.
Path The path to the external file or folder.
Login

The login to be used to access the file.

If you synchronise files with an FTP server, you should use a login without @, /, or \ characters in synchronisation settings.
Otherwise Visma.net ERP will not be able to connect to the server.
Password The password to be used to access the file.
Synchronise folder content The check box you select to indicate that synchronisation with the folder (specified by the path) is required.
This option is available only for the Share folder option.
Import file validation mask

The validation regexp mask to be used to import the folder content into the system.
If you specify a mask, the system validates the file name (without the path) according to specified regexp.
The regexp syntax complies with .Net Regular Expressions, and is case-insensitive and multi line.
The field becomes available when you specify synchronisation type and path.
Export file naming format The format of the file name when the file is exported from the system.
Last import date The date when an import was last performed.
Last export date The date when an import was last performed.

Related tasks

Modify a file data provider

Related windows

Search in files (SM202520)