Campus Home Screen
The Campus Folder & File (Documents) screen displays the nested folders and the files present within the folders under a specific campus. Follow the given procedure to access the Campus Folder & File screen.
- The Home screen of the last accessed campus (during user's last login) opens by default when you log in to the ARC Facilities application. Otherwise, if you want to access the folders and files of a different campus click the [Campuses] button at the top of the 'Home' screen to navigate to the 'Campuses' screen (which displays the list of all campuses in the account) and then move inside a particular campus to reach the Home screen of that campus.
Again, if you are logging in to the application for the first time then you will reach the 'Campuses' screen where you can create new campus then access that campus or access the demo campus. Both ways you will reach the Home screen of the campus.
Fig: Home screen of a campus
- Click the [Folders & Files] module button [highlighted in the screenshot above] to move inside the folders & files screen of the campus.
Fig: Campus Folder & File screen displaying all the files at the root level (all the files within a campus)
Note: If you are navigating to this screen from any other module of the same campus, then click on present at the top ribbon
The screen is divided into two sections. The left-hand side grid section displays the folder structure of the selected campus. Once you select any of the folders, the file present inside the selected folder will be displayed on the right-hand side of the screen. When the campus is selected on the folder tree (as shown in the screenshot above) at the left side grid, all the files within all the folders of that campus are displayed on the right side grid.
If you click on a folder (on the folder tree) within the campus at the left side grid, then all the files within that folder will appear under the right side grid. The [Upload files] button will also appear because files can be uploaded within a folder and not at the campus root level.
Fig: Campus Folder & File screen displaying all the files within a specific folder
Folders and Files of various campuses can be viewed one at a time by selecting the campus from the Collection Selection drop-down Once you click the drop-down the following Campus Select/Change screen appears.
Click on any of the Campus Display tiles to select a Campus to view its folders & files (i.e. change current campus to another campus to view that newly selected Campuses' folders & files. The currently selected Campus icon color is changed to green and the selected campus display tile color changes to yellow.
Uploading Files within Selected Folders
Click on(Upload Files button) to upload files inside the selected folder (this folder is present on the left side grid section). Refer Uploading Files for more details. This button does not appear at root-level, that is, when the 'Folders & Files' screen opens directly under a campus.
Description of Folder Grid (Left Side) Section
The left-hand side grid section displays the existing folder structure under the selected Collection.
Click on(Create folder button) to create a new folder (present at the top of folder tree).
- Enter the name of the folder and click [Save] to create the new folder.
Note: If you select the Campus name under which you wish to create the new folder, then the new folder will be created at root level i.e. directly under the Campus. Instead if you select any existing folder under which you wish to create the new folder, then the folder will be created and displayed as a nested folder under the existing folder.
Click on sign (beside a folder) to view nested folders present inside folders.
Click on button to refresh the folder list. Hence, changes made in folder list by a different user using the same account from device or sync (while the current user is logged in) will be reflected after refreshing the folder list.
Click on (Sorting button) to move folders up and down the folder tree. Select a folder and then click the 'Up' arrow button to move that folder up by one level on the folder tree.
Click onbutton to perform other operations on the folder. These are explained in details under other articles of this help.
Fig: Other operations menu of a folder
Description OF File Grid (Right Side) section:
The right-hand side grid section displays the files inside a selected folder. The following operation can be performed on the file:
Click on [Download] button present on each row to download the respective file.
Click on [File information] button to fill/update file information (General & Custom Properties) and also view file history/versions. This is shown below.
You can rename the file, enter or modify the title, enter or modify the description and enter or modify search tags of the file within the General Properties tab. Fields under general properties tab are present by default. Search tags are keywords which are used to search for the file. The fields to be populated or updated under the Custom Properties tab are created by the user through Settings > Custom Lookup Fields.
File history/versions tab 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.
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 option.
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:
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 [File information] button.
Description: Displays a general description of the file. Entered through General Properties tab which opens after clicking [File information] 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 [File information] button. These fields itself are created from Settings > Custom Lookup Fields. Search files by entering keywords matching the file name and then clicking the Refer Searching File for more info.
Search file content using the 'Advanced search' pop-up box which opens by clicking the [Search] button (present on the top right side of the file grid section).
The application will search for the entered keyword within the file content and meta-data and will fetch results accordingly. Click on button to perform other operations on a selected file or all the files within the folder. These operations are explained in details under the Working with files section of this help.