1. User Guide PrimePortal – File Archive

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

3. 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

4. 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

5. 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

6. 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

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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. Upload a new file
Select Upload files
Module : File Archive

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

23. Questions?
If you have any further questions feel free to contact us at:
Module : File Archive

24. Thank you!