Knowledge Center

File Manager

File Manager in RamBase is used to administrate files and link these to RamBase documents. File Manager is opened by clicking the File Manager icon (paperclip) in the upper right corner.

The folders to the left under Company Library are the common folders in your company. The folders under My Library are your personal folders. The folder under the Corporate Library contain company specific files needed to be shared between departments in a larger business entity.

The icons at the top are the action choices available for the files in the library. You also have a search field to the right, with filtering options using the dropdown menu.

How to use File Manager

The most common usage of the File Manager is to upload and store files, and to access and/or download these.

You can drag&drop any file to RamBase in the document you are working in and it will be linked to that document. The file will be linked directly to that specific RamBase document, and you can find it if you open the File Manager, where you can link it to other folders and RamBase documents.

  • The Upload files icon allows you to upload files to File Manager and link them to the document in question. Clicking this icon will bring up a popup where you may search your local drive for the document or you may find the desired files in your explorer and drag & drop them directly to the File Manger surface. This will upload the file(s) and link them to the document.

  • Creating/editing/deleting folders in the file folder tree is done directly in the tree using the icons to the right of the folder names.

  • You can drag&drop folders into other folders.

  • To move several files into other folders you can use the checkboxes and select several files to move.

Download

When you check the checkboxes to the right of the document(s) you will see a Download button appearing. Click this to download the chosen file(s). If you download more than one file it will be in zip format.

Check out

Using the Check out icon allows you to download a file for editing, where the versions are all available for download.

When a file is checked out it will receive the status version:edit. This tells other users that the file is not the official version. When a file is checked out it will receive a few new options.

  • Delete draft - This option deletes the temporary version and reverts to the original version.

  • Check in - This option lets you check in the new version, with any edits.

  • Upload draft - This option lets you upload a new draft of the document.

If you click on the version number in the file, you will see a list of all versions, with author name and date of edit. Using the chain icon called set active version will make the specific file the active version, independent of history.

Make new version

This icon allows you to upload a new version of the document without checking it out first.

Linking files to other folders

Drag&drop the file to the folder you want to link it to.

Unlinking files from folder

To unlink a file from a folder you need to either click the unlinking icon on the file or use the Show Links button, find the folder / file in the list and click the X.

Edit file

It is possible to change the properties of a file, such as name, subject, search terms and version description using the icon Edit file properties. This will open a popup where the properties may be edited.

  • File Name - This changes the file name.

  • Subject - You may enter a subject which will replace the file name in the view. With a subject, the file name will be visible only by hovering the mouse pointer over the document.

  • Search tags - This enables you to manually enter search tags to increase visibility when searching.

  • Version description - In this field you may add, or replace, the automatic version description.

  • File type - This field enables you to choose which type of file the file is to be identified as. This is chosen from a drop down list of related file types defined in the RamBase system.

Process flow

RamBase is built around the concept of a document flow, where a request for quote is transported to a quote, and further to an order and shipping advice. Attachments may be uploaded to each of these documents, and to keep control of these you may use the folder system to the left in File Manager.

Search options

The search functionality in File Manager is available through the search field. Use the dropdown menu to the right to filter your search based on the available criteria.

File collection

This folder shows a collection of all the files from the related documents. Which files are shown here is controlled by the setting Archives and documents in File Collection, where the details can be set.

The files are filtered in folders by the the file type chosen during upload. The folder will inherit the file type name and contain all files in this category.

Files attached products and kit-versions will not be shown in the file collection, but are shown in the process flow in file manager for the given document item, and can easily be connected to the file collection if needed. Attachments uploaded to KIT in production work orders will be shown in file collection.