File archive in CIM
About File archive
The File archive is for storing, displaying and managing folders and files that can be used in CIM Essential. In the File archive you can organise files into folders. Folders and files are subjected to version control.
Files in the File archive can be of different formats, for example text files, documents such as presentations, plans and spreadsheets, image files, audio files and video files.
The user interface of the File archive comprises a Title and function bar at the top, a tree structure displaying the folders of the File archive, a List view displaying the files in the folder selected in the tree structure, and a Detail view displaying information about the file currently selected.
- Thumb view – If current view mode is List view, click to switch to Thumb view which will show the files as icons.
- List view – If current view mode is Thumb view, click to switch to List view.
- Add file – Click to add a file to the folder currently selected in the tree structure. This function is only available to Management and Admin roles.
The tree structure
The tree structure to the left of the List view and the Detail view, is a hierarchical organisation of the content of the File archive. It functions as a menu where you can select a folder to view and work with the menu content.
The tree structure can contain the following elements:
File archive is the root element or starting point of the File archive. This element is often referred to as the root folder, it is always shown and cannot be deleted from the File archive. Push (Expand) to show the content and view subfolders or files within the folder. Click (Hide) just to view the folder in the tree structure.
The Function bar over the tree structure displays the Functions button () which opens up the following:
- Add folder – Click to add a folder in the folder currently selected in the tree structure.
- Edit folder – Click to edit the folder currently selected in the tree structure.
- Delete folder – Click to delete the folder currently selected in the tree structure.
The List view
The List view displays the files and folders embedded in the folder currently selected in the tree structure. To view files added in a subordinate folder, select the respective folder in the tree structure.
The List view can display the files in a folder selected in the tree structure in the following ways:
- For a file that has at least one approved version, the last (newest) approved version is shown. If there are multiple versions pending approval, an asterisk (*) is shown next to the version status.
- For a file that does not have approved versions, the first version is shown, irrespective of its status in a document flow. If there are multiple versions, an asterisk (*) is shown next to the status of the version. These files are available only to the user who has added the file, or the users selected as Co-authors.
In the List view, details about each file are presented as a row in the list. The information about the files are ordered in columns:
- Title – The file name and an icon showing the file type.
- File size – The file size in bytes (b), kilobytes (KB) or megabytes (MB).
- Created – The date and time for when the file version was added to the File archive.
- Last change – The date and time for the newest (last) change made to the file.
- Status – The status of the file version in a document flow, Draft, Approved or Expired.
- (Create new version) – Click to edit the file information and add another version of it. If a version has left the Draft status, the version cannot be edited or changed. To make changes to it, you have to create another version.
- (Delete) – Click to delete the respective file. This button is available only for files not subject to Document management.
- (URL to file) – Click to open a dialog box containing the hyperlink to the file and to copy it.
The dialog box for adding files to a file archive folder contains to tabs: The Upload single file and Upload multiple files.
To upload and add a file to the File archive folder:
- In the tree structure, select the folder in which the file will be placed.
- On the Function bar in the List view, click Add file.
- In the dialog box that opens, select the tab Upload single file.
- Click the -button, and in the file explorer window that opens, select the file to upload and click Open.
- After the file has been uploaded and its path is shown in the dialog box, fill out the fields and select settings for the file, in the dialog box.
- Click OK to save and close the dialog box.
The dialog box for adding a single file, Upload single file, contains the following elements:
- -button - Click to select a file (required field). The file to be uploaded must be saved locally and must be accessible.
- Title – Write the name that will be displayed as the file title. If this field is not filled out and left empty, the file name will be shown as the title.
- Description – Write a file description. This field contains functions for text formatting and for adding hyperlinks and create lists. This field is not available in the Upload multiple files tab.
- Keywords – Write one or more words that can help identifying the file when searching for files in the File archive. Separate the keywords by regular spaces [ ], or commas [,].
- Owner – Ownership of the file is for information purposes only and does not affect user rights.
NB! When adding a file to a folder in which there already is a file with an identical file name, the file you are adding to the folder will be added, and the folder will contain multiple files with the same name.
The dialog box for adding files, contain the following elements:
- Status – Before the version is saved the first time, the options in this field will be locked to the Draft status. Only the users who have added or have administrative rights can view the folder or file. When a Draft has been saved, you can select Approved.
- Version – Because this is the first version of the files, First version is the only option available.
- Expiration date – Set an expiry date for the version of the files. If an expiry date is set, the expired version will have the status Expired when the expiry date is passed.
- Author (required field) – Select the person to be the main responsible for the version content and the maintenance of the content. Your user name will be preselected in this field. You can select another person to be the author.
- Co-authors – Click in this field and select one or more persons that can view and edit the version of the fields, similarly to the person selected in the field Author. The co-authors will receive the same notifications as the author.
NB! If you select another person as Author or Co-author, you will not have access to this version of the files, if you save it as a Draft.
To upload multiple files simultaneously to the File archive:
- In the Add file dialog box, click the tab Upload multiple files.
- In the tab Upload multiple files, fill out the fields and select properties for the files.
- Under the field Select files, click the button Add files.
- In the file explorer window that opens, select the files from the location folder, and click the Open or Select button. The files to be uploaded are shown as rows in a list. The files to be uploaded must be stored in the same location.
- In the dialog box, under the list of files to be added, click the button Start Upload to start uploading the files. After the files have been uploaded, the processing status of the files in the file import queue shows the OK sign in green colour on the row for each file.
- To add more files, click Upload multiple files and repeat the previous steps.
- Click Close to save and close the dialog box.
NB! When adding files simultaneously using the tab Upload multiple files, the fields Description, Keywords and Owner are unavailable and not shown in the tab. These properties can be edited individually for a file, after it has been added to the file archive.
Add a folder
- In the tree structure, select the folder under which the new folder will be embedded.
- On the Function bar over the tree structure, click Add folder.
- In the dialog box that opens, fill out the fields and select settings.
- Click OK to save the folder and close the Add folder dialog box.
The dialog box can contain the following elements:
- Folder name – The folder title that will be shown in the folder structure (tree structure).
- Parent folder – Select a parent folder for the new folder. On opening the Add folder window, this field contains the name of the folder currently selected in the tree structure. You can edit the name of the parent folder by selecting another name from the drop-down list. If you do not have administrative user rights to the File archive, you cannot add folders directly in the root folder.
- Organisation: - Selecct the organisation that will have access to this folder. By default your own organisation is selected. If the Administration scope allows it, you can chhange this selection.
- Access control – This matrix displays the user rights that can be assigned for each role. The rows in the matrix correspond to the roles in the installation, and the role Everyone. The columns in the matrix corresponds to the user rights. Assigning a user right to the role Everyone will make the user right available to all users, irrespective of roles already assigned to the users.
When adding a folder, it automatically inherits the user rights of its parent folder. Any user rights set for a parent folder and its subordinate folders can be overridden, if the folder is moved or the Permission matrix is edited manually.
The detail view
In the lower part of the screen the details about the chosen file will appear in two panels and a function bar:
- A panel to the left shows the properties of the file:
- File info – Shows properties set for the file in the File archive, for instance the title, status, version number, author, file name, size (width and height), visit count, the date the file was uploaded to the File archive and when the file version was created.
- Document management – Shows properties set for the file when it is subject to Document management. Click to access functions in the function bar.
- A panel to the right shows a preview of the file, or an icon representing the file type. To view the file in another window, click the file preview or file type icon.
CIM Management and Administrator roles can add files and create new versions of the files in folders, and delegate to other users. A user selected as Author or Co-author for version can:
- View and edit the version, if it has status Draft
- Create a new version
- Send a version to a step in the Document flow following the Draft step.
The Detail view displays the last approved version. If no approved versions exist, the latest version will be displayed.
Create a new version
- In the List view, click respective Edit button () for the file.
- In the dialog box that opens, the fields are automatically filled out with details from the selected version. Edit the information in the fields and select the settings.
- In Version, from the drop-down list, select the version number (minor or major version).
- To replace the current version with another file, select the checkbox Upload new file, and in the fields that becomes available, click Browse…
- In the file explorer window that opens, select the file to upload and click Open.
- A dialog box opens, and in the Comments field, write a comment, as applicable. The comments fields is connected to the version of the file uploaded.
- Click OK to save and close the dialog box.
The version history of a file contains an overview of the versions of a file and a Detail view of the versions.
To view the version history of an element, in the Detail view on the Function bar, point to Functions and click Version history.
The Select version panel to the left in the version history view, displays the versions of the element that exist. For each version, the date and time when this version was saved is shown, its current status and, if the version is approved, the version number. Click on the version to display the details.
Send as attachment
The function Send as attachment, when selected in the Detail view of a file, opens the dialog box for adding a message, and the file will be automatically added and shown as an attachment to the message.
To add a file as an attachment to a message:
- In the detail view of the file, on the Function bar, point to and click Send as attachment.
- In the dialog box that opens, fill out the fields and select settings and properties for the message. The checkbox Send as e-mail is automatically selected, and the file name and any classification is shown in the Attachments box.
- Click Send to send the message with the file.
The Incident details workspace window consist of these elements:
- Header: Click on Incident details> to access a more detailed overview of the active incident. Here you get more information about reports, the staff, focus areas and meeting schedules etc.
- Reported: Date and time for when the active incident was reported the first time.
- Access latest reports: Click this link to open up the Situation report module, where you can get all reports connected to the incident, comments and templates for new reports.
- Description: Information about the incident, as described in the incident registration.
- Initials: All users connected to the incident that have defined positions will be listed with initials. Do a mouse-over to se full name and position.
- Links: All links added will be listed here. Click to add more links related to the incident.
- Incident map: Shows the location of the incident. Press the full-screen button to fill the workspace with the map.
Click the header named Incident details> to enter the full incident workspace.
Click on Latest reports which you will find located under the header Incident details >.
The Situation report module will pop out from the right hand side of the screen.
Remember, you will only get access to those reports that are made visible for your level.
The list view
The information in the list is presented in columns. The types of information displayed in the List view, the column headers and the order of the columns can vary from installation to installation. Here are the types of information that can be presented in the list, with their default names:
- Date – Date for last report update.
- Level - Shows which roles that can access this report: Strategic, Tactical and/or Operational.
- Title – Report title. If the title is automatically generated, the name of the template that was used when generating the report will be included in the title.
- Author – name of the user who has registered the report, or name of the organization the report has been received from.
- Flag – Reports that are marked with a flag will have a flag replacing the placeholder in the flag column.
- Status – Current status in document flow. Available statuses in menu items using the standard document flow are Draft, Open for comments, Sent to Approver and Approved/Not Approved.
Functions available for each report can be accessed by clicking
- Edit () – Click to edit the report (if you have the rights to do so).
- Delete () – Click to delete the report.
- Restore () – Click to restore the deleted report. This button is only available for deleted reports.
To sort the reports in the panel by column values, click the header of the respective column.
The Function bar in the List view contains the following elements:
- New – Click to add a report. For details, see Add a report.
- Search – Click to open the Search bar. For details, see Search.
- Functions () – Point to this button to open a menu containing the following commands:
- Templates – Click to manage templates for the report type used in the menu item you are working with.
- Print – Click to print all reports displayed in the List view.
- Recycle bin/Close recycle bin – Click to toggle between the Recycle bin and the list of reports that are not deleted.
Add new report
Click New on the function bar.
This form can be filled out by Crisis Management, Operational and Strategical roles in the right hand pull in window. Staff members can not access this function.
Fill in these attributes for the report:
- Levels: Shows which roles that can access this report. Choose between Strategic, Tactical and Operational. You can toggle multiple choices.
- Template: Select a template which templates,
- Status: Decide where in the document flow this report is right now. A Draft is not published to see for other users. Open for comments make the report available for comments from other users in the CIM Crisis Management team until the deadline set in the field which pops up. Choose Send to approver to get someone to read your report and approve it. You can pick which users to inform when you push the Apply or OK button. Choose Approve to approve the report yourself and notify the users you want.
- Number: Choose which version of your report you are documenting. You can never go lower than your last registered report.
- Click View in the upper right corner to get a list of the approved reports.
The default template has 7 fields to complete a Situation report:
- Overview of the situation
- Executed actions
- Planned actions
- Established Emergency organisations
- Management estimates
- Other relevant information
Press Attachements to add a file from the File Archive or your computer.
Press OK to save the report. This will now be found in the List view.
To change the template or have a new one made for your needs - contact your CIM Administrator.
Manage and add templates
This function is available only to CIM Administrators.
Click in the function menu in the List view and go to Templates .
The user interface in the Templates library is similar to that of the List view in the Report module. Each template has the following details displayed:
- Title – Template title
- Author – name of the user who created the template
Click the header to sort up or down alphabetically.
For each report these functions can be available when you click :
- Edit () – Click to edit the template. For details, see Edit template.
- Export to XML () – Click to export the template to XML format.
- Delete () – Click to delete the template.
- Restore () – Click to restore the template. This button is available for templates in the Recycle bin.
If you are a CIM Administrator, you can add new templates from the function menu:
- New – Click this command to add a template.
- Search – Click this command to open the search bar. The search procedure is identical to the search procedure for reports.
Click above the template list to access the following commands:
- Print – Click to print the selected report.
- Import template – Click to import a template.
- Recycle bin – Click to toggle between the recycle bin and the list of active templates.
Add a template
- On the Function bar in the dialog box for adding templates, click New.
- Fill out the fields in the dialog box.
- Click OK save the template and close the dialog box.
Click Apply to save the template without closing the dialog box.
The dialog box has the following fields:
- Header – Expand this field and use it to create a header, as applicable. This header is displayed only when a report based on this template is exported to Microsoft Word.
- Title/Type (required field) – Enter the template title. If the current report type uses auto-generated report titles, the template title will be included in the title for all reports that use this template.
- Template available for – You can restrict the access to the template and make it available only to specific organizations when they create reports. Click the field to open the list of available organizations and click on one to choose it. Repeat the step, until you have selected all organizations to which this template will be available.
- Include – This field contains options for the information to be displayed in the report header or details:
- Number – If this checkbox is selected, the Number field will be displayed in the report dialog box. Report number will be included in the report header.
- Valid from (Date) – Select this checkbox, to display the Valid from (Date) in the report dialog box. The date will be included in the report header.
- Chapter no – If this checkbox is selected, chapter numbers will be generated and displayed by the chapter titles in the report.
- Composed by (Organisation) – If this checkbox is selected, the report dialog box will include fields for selecting which organisation has composed the report. The name of the organization will be included in the report title.
- Incident – Select this checkbox to display the name of the current incident name at the top of the report text.
- Flag – If this checkbox is selected, the option to mark reports with a flag will be available in reports that use this template.
- Chapters – This table displays a list of the chapters that are included in the template. Each chapter has a connecting chapter field in the report dialog box. The table contains buttons for creating, editing, deleting and sorting chapters.
- Footer – Expand this field and use it to create a footer, as applicable. The footer will be visible only when a report based on this template is exported to Microsoft Word.
Add template chapters
- In the template window, click Chapter.
- Fill out the fields in the Chapter dialog box.
- Click OK, to save the chapter.
The chapter dialog box contains the following elements:
- Header – Enter the chapter header for the report.
- Description – Enter a chapter description, or information about how to use the chapter. This information will be displayed below the chapter header in the report dialog box, but it will not be displayed in the report.
- Type – Select the type of chapter field to be displayed in the report dialog box. You can choose from several text sizes and Sub-chapters. A chapter that belongs to the Sub-chapter type is displayed as a table in the report text. The template specifies which columns the table will include. Each column must be added as a sub-chapter to the chapter. To add a sub-chapter, in the template window under Type, choose click Sub Chapter and click Chapter in the window below. Fill out the fields in the Sub-chapter dialog box, and click OK. The fields are identical to the fields in the chapter dialog box.
- Editor type – Select editor type. The editor type you select here determines how many and what formatting options will be available in the input field in the report dialog box.
- None – If this type is selected, only unformatted text, without links, pictures, or tables and similar elements can be added in the field.
- Simple – If this type is selected, several text formatting options (for instance, bold, italic and underlined text, numbered and bulleted lists) for the sub-chapter text are available, and hyperlinks can be included.
- Medium – If this type is selected, several text formatting options (for instance, bold, italic and underlined text, numbered and bulleted lists) for the sub-chapter text are available, hyperlinks can be included, copy and paste text, and HTML editing.
- Advanced – If this type is selected, the complete set of editing and formatting options for the sub-chapter text will be available.
- Content – Write the content to be automatically included in the chapter for reports using the template. The content is displayed in the input field in the report dialog box, and can be edited.
- Combine content from other reports – Select this checkbox, to automatically include content from a specific chapter in other approved reports. When this checkbox is selected, the Chapter no field is displayed. Type a number that corresponds an existing chapter number. For instance, if you type 1, new reports that use this template can compile content from chapter 1 in existing, approved reports.