Smart File Handling

Purpose

A smarter uploading process in the Work Space.

Background

Smart File Handling is a new function in project which makes it possible for you to upload files in a smarter way. When you upload files to the Smart File Handling space, you can efficiently control which folders the files should be uploaded to, meanwhile you can edit the filename and metadata. 

With Smart File Handling you can use the automatic placing of files. This only works on projects with a BIPS A104 structure. 

Things you should be attentive to

• Smart File Handling can be activated through your access to the project. This is free and can be done quickly - follow the guide in "How to".
• If you use automatic placement, you files have to be named with a BIPS A104 structure. 

How to

File handling 

When the function is turned on, you will be able to uploade files directly to the area.

1. Access the project
2. Go to "Smart File Handling" in the Work Space 
3. Drag you files directly from you local folder on your PC to the area
4. Now you can add metadata and change the filename
5. Choose folder connection - You can also drag the files directly from the area to the respective folders (If you do this you can skip the last steps)
6. Mark the files which are set to be uploaded and choose "Upload chosen files"
7. The chosen files are now uploaded

Automatic placement of files

The project needs a BIPS A104 structure in order to use the expanded function of Smart File Handling where it is possible to automatically place files. Moreover all files should be named with a code which match the folder structure. Example:

A file with the name "I1_K01_C07.1_F5.pdf" match the folder "C07.1_Tegning"

1. Access the project 
2. Go to "Smart File Handling" in the Work Space 
3. Drag your files directly from local folders on your PC to the area
4. Smart File Handling has put suggested placements under "Folder connection"
5. Smart File Handling has put suggested tags under "Tag"
6. Type metadata
7. Mark the files which are set to uploade and choose "Upload chosen files"
8. The chosen files are now uploaded