Files published to Asite may be assigned a variety of attributes which provide users with the ability to search for information based on that criteria.
For example, you assign a status to a file as 'Approved' or a purpose of issue as 'For Review'. Based on the assigned value of status or purpose of issue, you are then able to apply a search filter in your files listing anytime later and find out how many files are matching the status 'Approved' and/or purpose of issue 'For Review'. Similarly, you can also use configurable attributes on your files, if it is configured for the selected project folder.
Pre-requisites:
Apart from the required access on files for which attribute is to be edited, you need to have required role privileges and permissions to edit attributes of those files as mentioned below:
To edit attribute of a file, 'Assign Document Metadata' privilege assigned to your role on the project in which required file is located OR
'Admin' permission on the folder where the required file is located OR
You need to be a publisher of the file for which attribute is to edited.
Additionally, below conditions should be satisfied for the files on which attribute is to be edited:
File must be active in the project folder in which it is located.
Activity lock as mentioned below, on the file revision for which attribute is to be edited.
'Edit Attribute' activity shouldn't be locked.
Limitations:
File shouldn't have a running workflow or a system task that restricts editing of file attributes.
Editing of file attributes is not supported in projects with 'Archived' status.
The following steps outline the process followed to update attributes of this nature:
1. To edit file attributes, select the project folder under the 'Files' tab.
2. Select files to edit attributes and click on 'More Options' to select 'Edit Attributes' button.
3. Click 'Edit Attributes' button. Clicking on button, files listing page populates a layered page with the name 'Edit Attributes'.
4. Edit file details as required. You can edit the file's document reference (doc ref), revision number, document title, revision notes and other file metadata as applicable.. Along with this you are able to assign a new purpose of issue to the file and change the privacy of the file using the 'Mark as Private' option as required.
If a URL is entered in custom attribute of 'Textbox' input type, then such URL will appear as a hyperlink while viewing the file details. This is only applicable for URLs whitelisted by Asite. Clicking on that URL will open the respective webpage in a separate browser tab. To learn more, see how to create an attribute / how to create an attribute set.
Mark as Private
If the file is public, you can tick the box for 'Mark as Private' to make the file private. Similarly, if the file is private, you can untick the box for 'Mark as Private' to make the file public. A private file can only be accessed by:
(a) file publisher and
(b) folder administrator and
(c) users to whom file was distributed and
(d) users to whom file visibility was specifically assigned
5. Select the checkbox for Update the status for Static and Dynamic links to update the attributes of all the links of the file within the project.
6. You can select 'Bulk Apply' checkbox to apply same attributes to multiple files. Select 'Bulk Apply' checkbox to apply same attributes.
7. Fill all values and click on 'Apply To All' button to apply entered values to all attributes of selected files.
8. You can also apply value to particular attribute through bulk apply by just clicking on 
icon. By clicking on 
arrow icon available at the top of the columns, values of particular attribute can be filled down to all selected files.
9. Click on 'Assign Attributes' to confirm all changes. Your file attributes are changed and displayed in files listing area.
Related Articles: Watch Files, Status Change
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