Upload V3 includes a Bucket Administration Configuration capability that allows Administrators to nominate the version for the bucket. If Upload V3 is the selected version, the configuration screen will also provide the option for certain upload processes to be tailored to best suit their organisational needs.
What's in this article:
NOTE: The recommended maximum number of files per upload set in Upload V3 is less than 100
The Upload V3 configuration screen is accessed via the Manage Bucket page:
Home>Manage Bucket>Configuration>Upload Tab
There are four areas that Bucket Administrator can configure for uploading in DMS on this screen. Apart from nominating the Upload Version, all other fields are optional and do not require to be populated.
Upload Version
Upload Version: For existing clients, the current Upload Version (i.e. 1 or 2) that you employ will be defaulted in this field. When you are ready to upgrade to Version 3, simply click on the list arrow and select 3.
Please note: if Upload Version 1 or 2 has been selected the rest of the fields on the Upload Configuration Screen will be hidden as they only apply to Upload V3 functionality.
Enable pre-upload validation: This includes additional file checking before upload commencement to help prevent loading files that could create duplicate artefacts or waste processing time on unsupported files etc. This pre-upload validation is in addition to the standard upload data checking and validation that occurs at artefact creation, CAD tags extraction and preview generation. This will allow users to decide if they wish to go ahead and create the artefacts or remove the selected files from being uploaded.
Examples of the pre-upload validation that will be applied by the Upload V3 process include
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Warning for potential duplicate artefacts if the selected file already is held within the bucket in DMS.
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Warning for potential duplicate artefacts if the selected file contains a valid artefact id within the file name. This could mean that the file should be checked in rather than uploaded.
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Error for selected files that are not supported files or exceed supported file size.
Default Artefact Type
There are a number of file extensions (e.g. PDF, doc, xls etc) that can be used to create more than one artefact type in DMS. For example, a PDF file can be uploaded as a Drawing Artefact Type or as a Document Artefact type.
The Default Artefact Type configuration, allows a Bucket Administrator to nominate the default artefact type that each of the shared file extensions should be uploaded as in DMS. For example, if PDFs are pretty much always Document Type artefacts, then within the Document line of this section you would select PDF file extension and link them.
The configuration of the Default Artefact Type section is used as part of the Pre-Upload Validation. The linking of shared file extensions to the preferred default Artefact Type in this section will not prevent the file from being uploaded as a different artefact type. instead, it will generate a warning message to the end user as part of the Upload V3 request process that will allow the file to be removed or the artefact type to be amended prior to uploading.
Please note the warning message can be ignored and the file will be uploaded as the selected artefact type as per upload request.
To configure this section against each of the three Artefact Types simply select from the File Extension drop down the ones you wish to default as.
Guidelines for Configuring Default Artefact Types
- DMS will prevent you from selecting a file extension as a default to more than one Artefact Type.
- Only valid shared file extensions for an artefact type will be available for selection from the File Extension drop down. For example files with a ‘.doc’ extension are only able for selection from either the Drawing Type Artefact or the Document Type Artefact File Extension drop downs.
- Entry is optional. You do not have to assign default file extensions against each of the three Artefact Types nor do you have to link all shared file extensions to a default Artefact Type. The level to which this defaulting is configured should be based on your organizational requirements.
Default Metadata Fields
For each artefact type, Bucket Administrators can nominate a set of metadata that prompts users to populate as part of the upload process. The nominated metadata fields will appear in the Upload Wizard 2 as default without user selection. The selected default metadata are not mandatory fields. Users can unselect the field or skip past the step without populating the nominated default fields.
Guidelines for Configuring Default Metadata Fields
- The same metadata field can be nominated for more than one artefact type.
- For metadata fields configured to only apply to a specific artefact type are only available for nomination for the particular artefact type.
- Entry is optional. Default Metadata Fields can be left blank. The level to which this defaulting is configured should be based on your organizational requirements.
Groups Required in Upload
Enable this field if you want to make it mandatory that users select a valid Group/s as part of the upload request process. This will mean that all artefacts created will have the selected Group/s assigned to them as they are created.
Upload Guidelines
The Upload Request screens that users employ have been fully re-designed as part of the Upload V3 development process. Part of the new Upload Request screens includes a Wizard that will guide users through selecting the Artefact Type, Workflow and Group/s.
Included in this Wizard is space for Bucket Administrators to provide custom text with hyperlinks that will be displayed to users when they are uploading to provide guidance on the company’s file upload/artefact creation policies.
This Upload Guidelines section is where Bucket Administrators can maintain the text/hyperlinks that will be displayed to end users. Once again, population of this is optional and if left blank some default standard text provided by RedEye will display to users on the Upload Request Wizard. Custom text displayed will depend on the artefact type selected by the end user on the Upload Request Wizard. There is a separate section for each Artefact Type that may be configured.
Please note: future releases of Upload V3 will include expansion of what upload functionality can be tailored via configuration to best suit an organization’s business requirements. This includes expanding defaulting capability to include the option to configure default groups and/or default workflows that will be applied during upload request. There is no timeframe scheduled yet for this development.
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