File editing

Content of this article 

• Edit a file with Quick Edit

• Lock and unlock files

• Compare file versions

• Search for files

• Discontinue and continue files

• Delete files

• Version optimization

• Rename file

Edit a file with Quick Edit

Purpose

You can use Quick Edit to edit files in an RIB Project.

Background

Instead of downloading a file, edit it and then upload it, you can use Quick Edit to edit a file.
Quick Edit opens the file in a program on your computer, where you can edit the file, and help you through the upload process, when you have saved your changes.

Things you should be attentive to

• First time you use Quick Edit, you need to download our “Quick Edit” software. The software will help you through the whole process of uploading your changes to RIB Project.
  When you start Quick Edit, you have the option to download the software.
• Quick Edit is only available to Windows users.
• Quick Edit can only be used in the Workspace.
  

How to

1. Navigate to a folder and click on the file you want to edit
2. Click the button ”More…” and select “Quick Edit”
3. Click “Start editing” - You need to install the “Quick edit” software first.
4. If a pop up comes up and asks if you want to open the software, click “Open RIBQuickEdit”
5. The file opens in a software you have installed on your computer, where you can start editing the file.
6. When you have made your changes, you need to save the file and close the software you used to edit the file.
7. The ”Quick Edit” software will register your changes when you saved, and you can now click the button “Upload” in the software.
8. The file is uploaded, and you can close the “Quick Edit” software by clicking “Close”
9. In RIB Project you can now add file information and finish by clicking “OK”.

Lock and unlock files

Purpose 

Lock and unlock files.

Background

You can lock and unlock files if you need to make sure no one edits the file. 

Things you should be attentive to

• You cannot upload a new file version on a locked file, and this can only be unlocked by a project administrator or the user that locked it.
• Hover your cursor over the "padlock" ikon placed left on the filename to see who locked it, and see a potential comment that describes why it has been locked.  

How to

1. Navigate to a folder and mark a file
2. Choose the function "Lock/Unlock files" through the top toolbar
3. Potentially type a comment to why the file has been locked
4. Finish with "OK"

Compare file versions

Purpose

Compare two file versions

Background

You can compare two file versions to quickly create an overview of the two different file versions.

Things you need to be attentive to

• It is only possible to compare file versions from the same file.

How to

1. Choose the folder and mark a file with two or more file versions
2. Right click on the file and choose the function "Compare two file versions"
3. Choose which two files to compare and click "Compare"

Search for files

Purpose 

Search for files

Background

There are different possibilities for localizing files, if you are looking for specific ones.

Things you should be attentive to

• You can search for files in the Work Space, Publication Space and Distribution Space.
• You need rights in the folder which the files is placed in, in order for the file to appear in the search field.

How to

1. Access the project 
2. Search in the search field or use the function "Search in folder"
3. Choose your search criteria 
4. Click on "Search"

Discontinue and continue files

Purpose 

Discontinue and continue files.

Background

You can discontinue a file in the Publication Space if it is no longer a part of the existing material. It will appear grey in the Publication and Distribution Space. Is the file published from the Work Space it will also appear as discontinued here. 

Things you should be attentive to

• You need the rights to delete a file in the specific folder to be able to discontinue the file. 
• If a discontinued file is being continued, the files original distribution to distribution list will resurrect.

How to

Discontinue files

1. Access the project
2. Go to the module "Publication Space"
3. Find the folder with the files that is set to be discontinued and choose one or more files
4. Right click on the marked file(s) and choose the function "Delete files"
5. Choose "Discontinue files"
6. Finish with "OK"

Resume files

1. Access the project
2. Go to the module "Publication Space"
3. Find the folder with the discontinued files and choose the function "Resume files"
4. Finish with "OK"

Delete files

Pupose

To delete files.

Background

Things you should be attentive to

• You need rights to delete files in the specific folder.
• If a file is a part of a version set, the file can be discontinued but not deleted. 

How to

1. Go to the specific folder and mark one or more files
2. Right click the marked file(s) and choose the function "delete files"
3. Choose if the files need to be deleted or if they should be discontinued
4. Finish with OK

Version optimization

Purpose

You can delete old versions of a file with version optimization. 

Background

If you need to remove one of the versions of a file, you can use the function version optimization. 

Things you should be attentive to

• It is only Project administrators who can use the function version optimization.
• You cannot remove the latest file version, so you need to upload a new version of the file to remove the earlier version. 
• Version optimized files exists as an 'empty shell' in the project which means you can see it exists, but you cannot open the file.
• You cannot version optimize file versions that are part of a version set.
• Deleted file versions cannot be restored.
• Version optimzed files will be marked as red in the dropdown menu where you can choose between different file versions.

How to

1. Go to the specific folder
2. Right click on the file you want to version optimize
3. Select "Version optimization"
4. Select the version(s) you want to remove
5. Click "OK"

Rename file

Purpose

Rename a file

Background

If you need to rename a file. 

Things you should be attentive to

• It is only a projectadministrator or the file owner, that can rename the file.
• It is only possible to rename a file in Workspace.

• The file is the first version of the file.

• The file is not locked.

• The file is not published.

• The file is not in version set.

How to

1. Locate the file you want to rename
2. Right click on the file and choose "Rename" 
3. Type in the name in the textfield and click "Ok" to save.