User Guide PrimePortal – File Archive

Index General File archive fundamentals Navigation Age icons Upload a new file Edit an existing file Using a Subversion client

A folder structure can be shared with the client. General All the documents are actually stored and version handled by the underlying production system #define. For more details go to the section File archive fundamentals. The File archive is used to share and collaborate files between the IT-delivery organisation and the client (e.g. documents and reports). A folder structure can be shared with the client. Module : File Archive

General Module : File Archive What type of files that should be shared with the client and the position of those documents in the portal is decided in agreement with the client. In this example we see a folder structure of System documentation. Use the quick filter box to perform a search in the current folder See a list of documents and folders shared with the client Age icons provides an easy way to find out which files was updated last, read more about age icons here Module : File Archive

General Module : File Archive Click on the down pointing arrow to show the available actions menu for a file or folder The available actions could be role-based. For example some roles could have the permission to edit documents while others only can read them. Module : File Archive

General Module : File Archive The available actions per file/folder are: Download:triggers a file download which enables saving or opening of the files. Preview: view the file in the web browser. Available for file extensions bmp, gif, jpeg, jpg, pdf, png, xml. Text preview: view the file as plain text. Available for file extensions txt, htm, html. Lock: lock the file for editing. Unlock: unlock the file so it is possible to edit it Steal lock: if the file is locked by another user this option takes over the locked file. Break lock: unlocks a file that are locked by another user. Delete: deletes the selected file Rename: renames the selected file Subversion URL: returns the URL required to be able to manage the repository in an external SVN-tool. Read more about how to manage the file archive with and external tool here. Module : File Archive

Toggle treeview on/off for simplified navigation General Toggle treeview on/off for simplified navigation Module : File Archive

Multi select button for batch operations on files and folders General Multi select button for batch operations on files and folders Select the files or folders to operate on via the left-hand checkbox and then select action Module : File Archive

File archive fundamentals PrimePortal is tightly integrated with the underlying production system #define which is used by the CGI employees. Client #define PrimePortal File archive repository (SVN) CGI Shared documents The version control system used is Subversion (SVN), find more about SVN here. All documents in the shared documents area are actually stored and version handled in the #define file archive repository. Module : File Archive

File archive fundamentals This provides full-traceability of all changes performed on the file archive. Every operation performed on the file archive will be given a unique revision number. An operation could be adding a new file, updating an existing file, deleting a file etc. Attached to each revision is also information about who performed the change and the time and date of the change. Module : File Archive

Navigation Module : File Archive The tree view to the left provides both an overview as well as an easy way to navigate the folder structure. Click on the Toggle tree view on/off button to hide/show the tree view. Module : File Archive

Navigation Module : File Archive The bread-crumb menu shows where in the folder structure you are. Click on a folder for direct navigation to that specific folder (in this example System). Module : File Archive

Age icons Module : File Archive Last updated over a month ago Updated less than a month ago Updated less than two weeks ago Updated less than a week ago Updated less than 3 days ago Updated less than 24 hours ago Age icons offers a visual indication of when a file was changed. Module : File Archive

Upload a new file Module : File Archive The client can be configured to have permission to upload files. This require write access to the file archive. Module : File Archive

Upload a new file Select Upload files Module : File Archive

Upload a new file Module : File Archive Select Browse and the file/s you want to upload and click Upload. Note! Multiple files can be uploaded simultaneously Module : File Archive

Upload a new file Module : File Archive The new files Header layout PP.docx and Integrations.pptx are now uploaded to the shared documents area. The file archive revision number has been increased. Age icons and modified date have been updated. Module : File Archive

Edit an existing file Module : File Archive The client can be configured to have permission to edit existing files. This require write access to the file archive. Module : File Archive Module : File Archive

Note! The file must be saved with exactly the same file name. Edit an existing file Click on Workflows.xlsx and save the file locally on your computer. Note! The file must be saved with exactly the same file name. Module : File Archive

Edit an existing file Module : File Archive Follow the steps under the section Upload a new file to upload the changed file. Open the file, perform the required changes and save the file to your computer. Module : File Archive

The age icon and modified date has been updated. Edit an existing file The age icon and modified date has been updated. The file has now been updated and the revision has been increased. Read more about how revisions work here. Module : File Archive

Using a Subversion client The web based file archive is designed to support basic functions like viewing documents, uploading files and creating folders. If you are an advanced user that works frequently with files in PrimePortal it can be more efficient to download an external tool (Subversion Client). With a Subversion Client you will also get access to more advanced file operation features.   Find more information regarding this on the Getting started section of our sales web. Module : File Archive

Questions? If you have any further questions feel free to contact us at: servicedesk@cgi.com Module : File Archive

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