FAQ: File management in version 2.29

Owned by Julie Klapel
Last updated: Aug 21, 2024 by Melanie Whyte
3 min read

The following is a compilation of frequently asked questions (FAQs) which users may find helpful after deployment of risr/advance version 2.29

  • How can I find files that were previously organised in my folders in what was formerly the Documents space?

The search functionality has been improved in version 2.29. Although the folder structure is no longer in use, any files which were stored in folders within what was formerly the Documents space include the file folder path as part of the file name. Search for a folder name in the Files Search and all files which were within that folder will be returned.

  • How can I upload new files into my Files space?

The Files space (previously Documents), is read-only and files cannot be uploaded directly into the Files space. Any files and attachments added to events will be automatically added to Files.

  • Will files previously uploaded to file custom fields and blueprints appear in the Files area?

Yes, these files will all be migrated to the Files area at the time of the version 2.29 release.

  • What will happen to existing document and file custom fields and blueprints?

These will all be updated to the new file field with any applied settings retained. The new settings will have the following default values:

- Allowed file types (new setting): Any
- Maximum size in MB per file (up to 1000MB) (new setting): 2MB
- Allow multiple files to be uploaded (new setting): Yes

  • What if I need to upload a file to an event, but there is no file upload field available?

Event types have been streamlined to allow administrators to provide more guidance to users and make it easier to determine when evidence is required for an event. If you feel an event should include the ability to attach files but there is no option to do so, please contact your system administrator.

  • Will other users have access to view my Files?

Access to view a user’s files is determined by roles and permissions in the system. If a user has permission to view the event, they will be able to view any files associated with the event.

  • How can I find which event is linked to my file?

Details about files, including linked events, can be viewed from the Files space.

  • Why is the ‘Preview’ only available for some files?

File types supported by the Preview function are Images and PDF

  • Can I attach files as comments in a completed event?

The native “Attach document” function has been retired from comments.

  • Can I upload files to event sections?

Only if a file custom field or blueprints exists in the section. The native “Attach document” functionality, which was available at the end of every section, has been retired.