File Manager. Open File Manager (In Browser)

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1 File Manager What is File Manager? Who Will Use This? File Manager is a Silverlight application that will allow epm users the ability to drop and drag files into Submittals, Catalog Cards and Design Documents; it will allow mass downloading of files to a zip file; view and redline documents; and it will allows users with the proper security to create folders to manage files within the application. This application can be used In Browser and Out of Browser. File Manager will inherit epm instance based security. General Contractor Construction Manager Architect/Engineer Project Manager GSA Executives GSA Contracting Officer Owner Representative Open File Manager (In Browser) 1. Login to epm > Enter Project. 2. In Left Menu, Navigate to File Management > Content Management. 3. Click on epm File Manager hyperlink to launch the application. QRG.104_File Manager Page 1

2 4. Click the down arrow to display the epm Toolbar. Note: You can also click on the up arrow to hide the toolbar. 5. Click on the + sign to the left of the project name to expand folders. Open File Manager (Out of Browser) Initial use of Out of Browser application (use on local machine), you must first open In Browser to install File Manager. After launching epm File Manager link > right click mouse and select Install epm File Manager on to this computer > click Install button. This only has to be done the first time otherwise you can skip this step once completed. QRG.104_File Manager Page 2

3 1. Click Start > All Programs > select epm File Manager. 2. From the Home tab, click Login. 3. In the Login dialogue box, enter the following: Host Name Organization User Name Password Enter server name PBS enter GSA login name provided Enter GSA password provided 4. Click Login button. 5. Click Open Project from Connect tab. QRG.104_File Manager Page 3

4 6. Locate project two ways: a. Page Feature : i. If using page feature, click on any page to go to next page or enter number in Page field. b. Filter Feature: i. Click on the icon on any field in the header row to active filter. QRG.104_File Manager Page 4

5 Filter Dialog Box Opens: ii. Select what criteria you would like to enter to perform search > click Filter button. iii. Close Filter Dialog Box once complete. c. Select project by clicking in the row > click OK button. LOGOUT 1. To log out of File Manager, click on the Logout button. QRG.104_File Manager Page 5

6 Document Folders ADD 1. Add a new folder: a. Highlight a document subtype (i.e. Design Documents). b. Click the Add button in the Document Folders Toolbar. c. A new folder will appear under the document subtype, replace New Folder name with new name. Note: You can add up to nine sub-folder levels. d. Click Enter key or click outside the text box to accept new folder name. REMOVE 1. Remove existing folder: a. Highlight document folder > click the Remove button in the Document Folder Toolbar. Note: You can only delete folder if no documents exist in this folder. QRG.104_File Manager Page 6

7 Confirm Dialog Box Opens b. Click OK button to confirm deletion of folder. RENAME 1. Rename existing folder: a. Highlight document folder > click the Rename button in the Document Folder Toolbar. b. Type new folder name. c. Click Enter or click outside the text box to accept new folder name. Document Select document(s) by placing a checkmark in document row and then perform any of the functions below: QRG.104_File Manager Page 7

8 DELETE DOCUMENT 1. Click Delete in the Document Toolbar to delete document out of epm. 2. Click OK button. 3. The document is workflowed to the Void state and moved into the Recycle Bin. Note: You must have the appropriate security permissions to delete documents. If you do not have delete rights and you wish to have files deleted from the Recycle Bin, you can contact the Regional Administrator. You cannot delete any documents that are part of a package unless they are deleted from the package first. Confirm Dialogue Box opens OPEN IN EPM 1. Click Open in epm in the Document Toolbar. This will redirect to open the document in the epm application user interface. VIEW & REDLINE 1. Click View & Redline in the Document Toolbar. Document will open in Brava Viewer to perform markups and redlining. Note: Please refer to QRGs on how to view and redline documents. 2. If redling has been performed on document, it will display a red line around icon in grid. DOWNLOAD DOCUMENT(S) 1. Click Download Document(s) in the Document Toolbar. QRG.104_File Manager Page 8

9 Save As Dialog Box Opens 2. Select a location of where to save file > enter a File Name and click Save button. Download Manager Dialog Box Opens and confirms under Description column if files saved successful. 3. Locate where compressed zip file was saved > double-click file name to open file > click Extract All Files in Toolbar. QRG.104_File Manager Page 9

10 Extract Compressed (Zipped) Folders Dialog Box Opens 4. Browse to folder to extract files to > select Extract button > all files extract to the folder selected. REFRESH 1. Clicking Refresh button in the Document Toolbar does the following: UPDATE a. Updates document register. b. Updates folder lookup. 1. You can make data changes in the grid. Note: When selecting lookups the first time, please allow time for the data to populate. 2. Click Update button in the Document Toolbar to save field changes to epm user interface. Note: You cannot change data when the document is in the Recycle Bin. PACKAGE Note: This only is designed to work with Design Documents and Submittals. 1. Select files you wish to include in a package by placing a checkmark in the box. 2. Click the Package button in the Document Toolbar to create a package. QRG.104_File Manager Page 10

11 New Package Dialog Box opens 3. Enter in Package Name. 4. Click OK button. 5. New Package Document will open in epm application user interface in the Draft state. DRAG & DROP FUNCTIONALITY CREATING FILES 1. Highlight folder where you wish to drop files into File Manager. 2. Select files to drag into File Manager. Note: A Count field is available to compare what currently exists in File Manager as to what new files are your dragging so you can compare file counts. 3. Left click mouse and drag files from one window to the File Manager Folder grid. 4. Release mouse button to drop the files into the grid. 5. This now creates document in epm in the Draft state. QRG.104_File Manager Page 11

12 MOVING DOCUMENTS TO ANOTHER FOLDER 1. Place a checkmark in the documents you wish to move to another folder. You cannot move documents to different subtypes (i.e. submittal to design document, etc.). It will alert you with a red cirle with a line through it indicating you are not allowed to perform this function. 2. Highlight folder to where you want to drag documents to new location. 3. In the document register where documents are selected, right click mouse, drag files from the register window to the new folder location and release button. 4. This should now move the documents selected to the folder within the subtype you have highlighted. Note: File Manager uses epm security instance base security. If you do not have edit permissions in the workflow state of the document you are trying to move to another folder, the application will not allow you to move the document. About / Exit 1. Click on the epm icon. 2. You have choice to select either About or Exit. a. About This will provide version number of application. b. Exit This will close and exit the application. QRG.104_File Manager Page 12

13 RECYCLE BIN 1. You can either use the Delete button or you can drop and drag files directly into the Recycle Bin. 2. All files placed into the Recycle Bin will be workflowed into the Void state. 3. Any files moved out of the Recycle Bin will be placed into the Draft state. 4. You can only move files back into the original subtype they were moved from (i.e. you cannot move a submittal into a catalog card). 5. If a document belongs to either a Submittal or Drawing package, you will not be able to move them into the recycle bin without removing them first from the package. You will need to perform this step in the UI. Tips You can drag columns into any order to help manage the documents in the application. You can add up to nine folder levels for any subtype. All documents will be uploaded in the Draft state only. All workflow must be performed through epm user interface or other available OBA or DQA utilities. All documents will upload to the source file on the main page of the document. You must have edit permissions in the workflow state in which you are moving documents. You can utilize the Design Review OBA, Submittal OBA or File Uploader DQA for uploading data into epm user interface. You can then drag and drop files to upload to the source file. You will need to make sure when setting up your templates for the OBA or DQAs, enter in the name plus file extension of the source file, as file manager reads the name plus file extension (i.e. test submittal.pdf). Error Handling 1. An error No file found in epm will display in the Description column when downloading documents if there is no file saved under the Source file URL. The remaining files will download to a Win Zip file. QRG.104_File Manager Page 13

14 2. If this error appears, this means you do not have the proper Silverlight security role to utilize file manager. 3. If this error appears, this means the documents you selected has multiple revisions of the same document. You should only select the latest revision. 4. If this error appears, this means you do not have rights to create a document in this subtype. 5. If this error appears, this means you cannot add documents to an already existing package. QRG.104_File Manager Page 14

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