Customers can determine if the files uploaded to the system must adhere to a specific filenaming convention. If a folder is assigned a filenaming convention, all uploaded files to that folder must be named accordingly or the upload will be rejected. The structure of the convention is determined by the customer at the start of the project and configured with the routing. Any modifications should only be made upon specific request by a customer project administrator.
The filenaming convention can be found in the Module "Dashboard" under the tab "Important documents and information:
Click on «Show» to download the excel table.
The filenaming convention can be found in the Module "Dashboard" under the tab "Important documents and information. Befor this document is available to users, a plugin to the file must be created and access rights assigned.
Creating the plugin:
Once a routing has been configured, the corresponding filenaming convention can be generated by the system.
In the navigation menu go to Archive - File Routing - Export and click on "Storage in archive":
In the first box "Folder" select the folder where to store the filenaming convention. Usually this is the system folder "PKM/INFO"available by default.
In the next box "Filename", enter the name with which to store the file. Enter your own title or choose from the options listed.
Click on «Save» to complete.
Next, return to "Export" and select the routing for which you want to store the filenaming convention by clicking on the checkbox in front of the name. If more than one routing is selected, one excelsheet with individual tabs for each routing will be created.
Choose "All assigned folders" from the menu and click on «Storage in archive» to export:
After the export, click on "Info" in the navigation menu.
First, create a folder under Root. The name is the title as it appears on the Dashboard:
Click «Execute» to create.
Once the subfolder under Root has been added, select it to open the assignment.
Select "File plugin" from the dropdown menu and then choose the filenaming convention that was previously exported from the folder by clicking on the button.
Once the file has been chosen, click «Save» to complete:
Assigning Access rights:
Click on "Rights" in the navigation menu under "Info".
Rights are usually assigned through the group P-All because this is the primary group for all users. Select the group you want to assign the rights to and then select the subfolder you created in the previous step.
Assign the right "Read" to the subfolder and click «Save» to complete:
The rights to the main folder remain unchanged.
The filenaming convention that was exported to the system is now available on the Dashboard to all users of the assigned group. Export each new version of the filenaming convention after any modifications are made to automatically update the excel.