File repositories
Case administrators can use the File Repositories feature to manage the file repositories connected to their cases.
In addition to the data in the image, index, and file transfer repositories, you can use the File Repositories features to manage the archive file repositories and external file repositories, such as Amazon S3. For more information, see the following topics:
View file repositories
To access the File Repositories page:
On the Case Home page, under Manage Documents, click File Repositories.
Note: There is no item count for the File Repositories on the Case Home page.
The following information appears on the File Repositories page:
A message at the top of the page alerts you that managing files on this page does not affect records in the application database.
The Repository list contains all of the file transfer, index, and image file repositories configured for the case in alphabetical order, starting with the file transfer repositories.
The Folder list contains the root folders, in alphabetical order, for the file repository that was selected in the Repository list.
Depending on the Repository and Folder combination you select, a warning message may appear to the right of the lists. The message advises you of any adverse effects that can occur when you manipulate files in the folder. For example, moving items from the Ingest folder can affect ingestion jobs that are currently in progress.
The path name of the selected subfolder appears at the top of the table. The path name updates when you select a folder in the table. As you navigate through folders, the application creates breadcrumb links that you can use to get back to any folder in the path.
The table on the File Repositories page displays all folders and files in the selected subfolder. The table also contains the following information:
| Column |
Definition |
| Name |
Name of the folder or file. Folder names are links that you can click to drill into the folder. |
| Type |
Displays Folder for folders, and the file type for files. |
| Size |
Click the calculator button to display counts for the number of files and folders, and the total size of all files and subfolders in the folder. |
| Modified |
Date of the most recent folder or file modification. |
| Created |
Creation date of the folder or file. |
Move folders and files
Administrators can move folders or files to another folder or file repository. This option moves all selected files and folders, including subfolders, to the specified destination.
To move files and folders:
On the Case Home page, under Manage Documents, click File Repositories.
To locate a folder or file, make the appropriate selections in the Repository and Folder lists.
Select the items that you want to move, and then click Move.
In the Move dialog box, select the destination file repository and folder. Use the list or breadcrumb links to navigate to the new location.
Note: If the new location does not exist, click the Add folder button on the breadcrumb bar and type a new folder name. The new folder name must be unique in the current folder. The new folder appears in the current repository or folder and can be selected as the destination.
To specify how the application handles a file name if an existing file in the destination has the same file name, select Replace, Rename, or Skip. If you select Rename, and the name of a file already exists at the destination, the application adds a numerical suffix to the name and does not overwrite any existing data. For example, filename(2).
Click OK.
A separate browser window opens to show the progress of the move operation.
Copy folders and files
Administrators can use the Copy feature to copy folders and files to different destinations. "When files are copied, in order to preserve metadata in case the files are later ingested, the application maintains system properties, such as date and time properties, and file attributes for folders and files.
To copy folders and files:
On the Case Home page, under Manage Documents, click File Repositories.
To locate the folder or file to copy, make the appropriate selections in the Repository and Folder lists.
The selected destination appears in the breadcrumb links above the folder list.
Select the name of the folders or files to copy, and then click Copy.
In the Copy dialog box, make the appropriate selections in the Repository and Folder lists. You can also filter the folder contents in the Name column.
Note: If the new location does not exist, click the Add folder button on the breadcrumb bar and type a new folder name. The new folder name must be unique in the current folder. The new folder appears in the current repository or folder and can be selected as the destination.
To specify how the application handles a file name if an existing file in the destination has the same file name, select Replace, Rename, or Skip. If you select Rename, if the name of a file already exists at the destination, the application adds a numerical suffix to the name and does not overwrite any existing data. For example, filename(2).
Click OK.
A separate browser window opens to show the progress of the copy operation.
Rename a folder or file
Administrators can rename a folder or file on the File Repositories page.
To rename a folder or file:
On the Case Home page, under Manage Documents, click File Repositories.
To locate a folder or file, make the appropriate selections in the Repository and Folder lists.
Click Rename, and then type the new name in the Rename dialog box. The new folder or file name must be unique in the current folder.
Click Save.
Compress folders and files
Administrators can select folders and files on the File Repositories page and use the Compress option to add the files and folders to an archive (.zip) file.
To compress items:
On the Case Home page, under Manage Documents, click File Repositories.
To locate a folder or file, make the appropriate selections in the Repository and Folder lists.
Select the files and folders to add to the archive, and then click Compress.
If you need to secure the archive, select Password protect the file and type a password.
To locate the destination folder for the archive, make the appropriate selections in the Repository and Folder lists. You can also filter the folder contents in the Name column.
Note: If the new location does not exist, click the Add folder button on the breadcrumb bar and type a new folder name. The new folder name must be unique in the current folder. The new folder appears in the current repository or folder and can be selected as the destination.
Click OK.
A separate browser window opens to show the progress of the compression.
Extract folders and files
Administrators can extract the contents of an archive (.zip) file to a specified location.
To extract items from archive files:
On the Case Home page, under Manage Documents, click File Repositories.
To locate a folder or file, make the appropriate selections in the Repository and Folder lists.
Select the archive file, and then click Extract.
If the .zip file is password protected, select File is password protected and type the password.
To locate the destination folder for the archive, make the appropriate selections in the Repository and Folder lists. You can also filter the folder contents in the Name column.
Note: If the new location does not exist, click the Add folder button on the breadcrumb bar and type a new folder name. The new folder name must be unique in the current folder. The new folder appears in the current repository or folder and can be selected as the destination.
To specify how the application handles a file name if an existing file in the destination has the same file name, select Replace, Rename, or Skip. If you select Rename, if the name of a file already exists at the destination, the application adds a numerical suffix to the name and does not overwrite any existing data. For example, filename(2).
Click OK.
A separate browser window opens to show the progress of the extraction.
Archive folders and files
To archive files, an archive repository must be assigned on the Properties page for a case. The Archive button on the File Repositories page is not available if an archive file repository is not designated for the case.
To assign an archive repository to a case, see the instructions in the Portal Administration topic, File Repositories.
To archive folders and files from a file repository:
On the Case Home page, under Manage Documents, click File Repositories.
To locate a folder or file, make the appropriate selections in the Repository and Folder lists.
Use the check boxes to select the items to archive, and then click Archive.
The Archive dialog box displays the number of selected items, and, under the Destination file label, the name of the .zip file that the application creates on the archive file repository. The .zip file name contains the current date and time. You can add an optional information in the Comment box to describe the contents of the archive.
Click OK.
The processing session opens and takes place in a separate browser window. The number of items, the status, a progress bar, and the percentage completed appear in the window while the archive is in progress. The status refreshes as the archive operation progresses.
Download folders and files
Administrators can download files and folders from a file repository and compress the items if needed.
To download files:
On the Case Home page, under Manage Documents, click File Repositories.
To locate a folder or file, make the appropriate selections in the Repository and Folder lists.
Use the check boxes to select the items to download, and then click Download files.
The Use Aspera for faster data transfer option appears when integration with Aspera is configured and enabled. If you select this option, and the required plug-in is not installed on your computer, a dialog box appears with instructions and a link to the Aspera Connect download page. After installing the plug-in, you must close and re-open your browser.
To add a password to protect and encrypt your .zip file before you download it, select the Password protect the file check box and enter a password.
Note: If you select the Archive repository on the File Repositories page, the password option is hidden from the Download files dialog box. Because the file archives are already in .zip files, the system does not recompress them into new .zip files.
To create a .zip file of the downloaded files, click Compress files for download.
Note: Using compression takes extra time. The download starts sooner when files are not compressed.
Click View size to view a total count of the selected items.
Click OK.
The data is downloaded as a .zip file to the Downloads folder on the local hard drive. For downloads performed using Aspera Connect, to show the download progress, the Aspera Transfers dialog box opens in addition to the Processing items window.
Caution: Keep the processing window open until the download completes. Otherwise, you will terminate any uploads and downloads in progress.
Delete folders and files
Administrators can delete folders or files within folders from the file repository. The delete action is permanent.
To delete folders and files:
On the Case Home page, under Manage Documents, click File Repositories.
To locate folders and files, make the appropriate selections in the Repository and Folder lists.
Use the check boxes to select a folder or file for deletion. Multiple folders and files can be deleted.
Click Delete. Although database records are intact, a message reminds you that you are permanently deleting the selected folders and files.
Note: Click View size to calculate the cumulative number and size of the files and folders.
Click OK.
A separate browser window opens to show the progress of the deletion.
Upload files
Administrators can upload files to file repositories.
To upload files:
On the Case Home page, under Manage Documents, click File Repositories.
On the File Repositories page, navigate to the destination folder, and then click Upload.
The Use Aspera for faster data transfer option appears when integration with Aspera is configured and enabled. If you select this option, and the required plug-in is not installed on your computer, a dialog box appears with instructions and a link to the Aspera Connect download page. After installing the plug-in, you must close and re-open your browser.
In the File source text box, to select the archive file, click Browse.
Note: When the Aspera Connect plugin is installed, the Browse button uses the Aspera browse function.
If you are uploading an archive file, to extract the files automatically after upload, select Extract files after upload.
Note: When uploading archive files, the upload must be in one of these archive formats: .zip, .rar, .7z, .tar, or tar.gz. You can upload multipart archive files if they are in a .zip or .rar format.
If a password is needed to unzip the contents of the file, select File is password protected. In the Password box, type the password. When the upload finishes, use the password to extract the archive.
To store the archives in the file repository and extract them later, clear the Extract files after upload check box.
To specify how the application handles a file name if an existing file in the destination has the same file name, select Replace, Rename, or Skip. If you select Rename, if the name of a file already exists at the destination, the application adds a numerical suffix to the name and does not overwrite any existing data. For example, filename(2).
Click OK.
A separate browser window opens to show the progress of the upload.
If an upload fails before completion, click the Resume button in the processing window to continue uploading.
Caution: Keep the processing window open until the upload completes. Otherwise, you will terminate any uploads or downloads in progress.
When multiple uploads or other application processing jobs occur, the most recent job appears at the top of the window. While the upload and other jobs are in progress, this window displays information like the total number of items, the type of job, a progress bar, and the percentage of the job that is estimated to be complete. The estimate refreshes as the upload progresses.
Note: You can exit the case or refresh your browser during upload.
If an upload fails, the application displays specific error messages.
Click Save.
The application extracts the files from the archive and deletes the archive.