Managing attachments

When managing attachments, you can upload new file versions and also change the primary file from within the version list. Files uploaded to ClientSpace as attachments or assigned to dataform fields can 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 the primary file are versions or versioned files. Versioned files can be updated to be the primary file (known as Pinning). This enables an historical record of file management activity. A logical version number is displayed next to each file name. The number is derived from the order in which associated files were uploaded to the system, with v1 as the earliest.

On Attachment lists or Dataform Fields, only the primary file is displayed. Using Upload File, you can manage versions. There is no technical limit to the number of files that can be included in the hierarchy, but only one file is designated as the primary file at any time. You can also browse the list of uploaded versions, pin them as the new current version, open the file, and removed the file.

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 limited to Orgs, Contacts, and Activity attachments. For a description of this methodology, see File version considerations for dataforms.

To add file versions:

1. From the Action Center, expand Attachments.
   The existing attachments are listed.
2. Locate the targeted file that you want to manage, and click (Open).
   Our example shows a file named How-People-Read-Online.docx.

3. To upload a new version, click Choose File.

4. Locate the file on your computer and click Open.
   You are returned to the Upload File dialog box showing the selected file name.

5. For Version This File?, select one of the options:

   • Yes, Pin New File: Default setting. Retains all file versions and pins the most recent uploaded file.

   • No, Replace File: Do not retain file versions. Replaces the current file.

6. For Description, type a description of the uploaded file. Optional.

7. For Category, select an entry from the list. Optional.

8. Click Save.

To manage versions:

1. From the Action Center, expand Attachments.
   The existing attachments are listed.
2. Locate the targeted file that you want to manage and click (Open).
   Our example shows a file named How-People-Read-Online.docx (v3) as the current file, and is now version 3.
   • (Optional) View the file properties: Click .
     Properties provide File Name, Version, Description, Uploaded Date, Modified Date, and Size.

3. Click Manage Versions.
   The list of file versions displays. Our example shows there are two older versions: v1 and v2.

4. From here you can:
   • Open a file: Select the file.
   • View file properties: Click .
     Properties provide File Name, Version, Description, Uploaded Date, Modified Date, and Size.
   • Pin file as current version: Click .
     You must be a global admin or have the FileMan_Pin entity. Pinning a versioned file takes effect immediately, no save is needed. For details about security entities, see Security entities.
   • Remove: Click .
     Removing a versioned file takes effect immediately, no save is needed (a confirmation message is presented before the delete is executed). Remove is available if you are a global admin or have the FileMan_Delete entity. Additionally, the file cannot be in use in another location. For details about security entities, see Security entities.

5. Click Save.