A routing can be used if files uploaded to the system should adhere to a specific naming code (filenaming convention). Using the routing, the files that are uploaded can be parsed automatically to the corresponding folder according to the file name. This allows the user to upload multiple files at once and ensures that filenames are uniform and easy to locate & identify, filter & search. Files can only be uploaded if they are named correctly according to filenaming convention and can only be stored in the designated folders:
For most projects, there is one convention for documents and a separate one for drawings. The convention for drawings is normally longer as it needs to convey more information about the drawing into the file name.
The metadata used in the filenaming convention and routing is defined by the customer. All entries can be used to filter and search files and also regulates other specific system functions, such as restricting access to files.
The excel shows the filenaming convention:
Click on the i next to the filename to view the file information information:
Here you can see that the filename is made up of a number of attributes.
The filename convention can be stored in the Dashboard of the project for easy access to the users:
See the last section in this article for how this can be done.
A filename convention can consist of all types of metadata; attributes, keywords and properties. To begin with, you will therefore need to ensure that the required metadata has been set up.
The required metadata will then need to be assigned to the required folders.
For file-routing, the required folders will need to bet set up with a folder token:
Further to this, the folders will need to have "Force parsing" enabled.
Folders assigned an index in the routing also need to have "Use file-index" enabled (this option only becomes available once "Force parsing" is active).
Click «Execute» after each modification to save.
If the project is using multiple filename routings, then you may need to follow the steps below to create a new file routing which you can then customise. To do this, select Project Configuration from the navigation menu followed by Configuration, Archive and then Routing.
Here you will find the current number of routings:
Increase the number to suit how many routings you need, then click «Save» at the bottom of the page.
To create a file routing, go to "File routing" in the navigation menu under "Archives" .
Here you can view or modify existing routings and create new file routings.
Once you have selected a routing by clicking the button next to the name the settings will appear to the right:
Settings explanations;
- Use this routing for "Add routing prefix" as the default = this will make the filename convention the default for all folders when the 'add prefix' option is selected when uploading a document.
- This routing is deactivated = the filename convention is no longer in use for this project.
- Routing by regex = using regular expression to scan the filename and sort the file into a folder
- Separator routing = this allows you to have variable lengths of characters for each metadata, you could use a hyphen or a full stop as a separator.
If neither Regex or Separator Routing is selected the fixed length routing applies. This type of routing requires a fixed number of characters for each metadata entry. - Scope = use the drop-down menu to select whether this file routing should be possible for all folders that are assigned with the routing, all folders, only folders that use indexing or only folders that do not use indexing.
- Index = here you choose which indexing setup to use
- Name = type the title for this routing in this box.
Below the settings is the configuration interface. To add metadata to the routing, use the drop-down menu to select a type of information and then click «Add»:
The above example shows the interface for a fixed length routing, the lenght of the attributes must be defined in the column "Length"
The above example shows the interface for a separator routing, a separator must be defined in the column "Separator"
The above example shows the interface for a regex routing, an archive token does not need to be added to the configuration
Use the column "Order" to sort the metadata in the correct order. Press save to sort the metadata once you've entered the order.
If two pieces of metadata are the same, and you do not wish to have repetition in the filename, then you can use negative values in the lengths too. For example, if your archive token matches an attribute, then you can use a negative length to ensure that your filename convention contains only one 'ARC-' and not two:
The same applies to the status, if the status is also included in the index.
Any postion that appears in the filename must have the box in the column"Used for file-index" checked. If the position does not appear in the filenname the box is left unchecked.
When file-index is used, it allows the system to create a file stack (when updated versions of a file are uploaded).
Assigning a Routing to Folders
Once you have created the file routing, you will need to assign it to the relevant folders. To do this, select "Archive" from the navigation menu followed by "File routing" and then "Assignment". Use the drop-down menu next to each folder to assign the file routing and then scroll down to click «Save»:
When using a filenaming convention, it is advisable to store a copy of the system generated convention on the Dashboard. This way the users have easy access to the necessary information regarding the proper file naming:
This method also allows you to quickly update the file each time you make a change to the filename convention (and any of its components) to ensure the users have access to the most up-to date version.
To make the filenaming convention visible in the Dashboard, there are three steps necessary:
- Export the filenameing convention
- Create a link to the file
- Access rights to the linked file
1: Export the filenameing convention
To export the filenaming convention you must first define the storage folder and filename.
Go to „Storage in archive“ under „Export“ under „File routing“ in the navigation menu:
- The “Folder” should be PKM/INFO because this folder is usually available in every project by default and the group P – All already possess the required archive rights to that folder.
- You can then type your own “Filename” or choose one of the system option listed below the “Filename”
If you use the system option {ROUTING}.xlsx the system will automatically name the file identical to the name given to the routing in the settings. This is useful if a project has multiple filename conventions.
Click «Save» at the bottom before proceeding
Next you can export the current version of the convention to the defined storage folder.
Go to “Export” under “File routing” in the navigation menu.
In the Export section, choose the relevant filename convention to export by checking the box and choose 'All assigned folders’ from the drop-down menu. If more than one convention is selected to be exported, an excel table will be created containing a separate tab for each routing.
Click the button «Storage in archive» to export:
A new export in this fashion should also be done after any modifications to the filenaming convention to ensure that the most current version is available in the system!
2: Create a link to the file
Next, you must create a link to the file. This can be done when you click on “Info” in the navigation menu.
In the current info structure that is displayed select the node “Root” and then select “Create folder as..” in the drop-down menu to the right.
Set the radiobutton to ”Sub folder” and type the name to appear for your file in the textbox below.
Click «Execute» to create.
After the new folder is created, click on it to link a file to it. Select “Modify folder…” from the drop-down menu under Operation, then select “File plugin” from the Assignment on the right.
Click on the 3-dots button to open a separate window with the archive structure. There you can select the folder from the left menu where the file is stored you want to link to. The contents of the selected folder will appear to the right and you can then click on the file to be linked:
Click «Save» to finish.
3: Access rights to the linked file
Finally, you must assign additional access rights to the file so it can be viewed by all users.
Click on „Rights“ under „Info“ in the navigation menu.
All groups will be listed in the grey box. Select the group to assign rights to, this is usually P – All because all participants have this group as primary group.
Next, select the linked file you created in the previous step from the column „Folder structure“.
A list of rights will then appear to the right. Select the right „Read“ from the list and click «Save».