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FAQs on 'Files'
FAQs on 'Files'

This article lists out frequently asked questions related to 'Files'.

Updated today

Q1. Why can't I access some of the options when selecting a file distribution?

A1. The role you belong to, may not have the required role privilege to perform the concerned action. You may contact your Asite administrator to request its access. In case you already have required privilege on the concerned project, availability of certain options may then depend upon whether the selected task is already completed / cleared / deactivated / reactivated.


Q1. How do I mark a folder as my favorite folder?

A1. From the 'Files' tab, right click on the project folder that you want to mark

as favorite and select 'Mark as Favourite'. Accordingly, in order to unmark a folder

as favorite, you can right click on the same folder again and select 'Remove as Favourite' when required.

Q2. How do I copy and share a public link to a project folder?

A2. You can right click on a folder and select 'Copy', then select 'Link' to copy a folder's link. If the folder configuration has 'Enable Public Links' and 'Set as Public' on, then the link that gets copied will be a public link to the selected project folder. For including public sub-folders (if any) from selected project folder, set the 'Inc. Public Sub-Folders' option on as well.


Q1. Why am I unable to edit some/all of the folders in my projects, even though I have necessary role privileges?

A1. This can happen in projects that were cloned from project templates and having inheritance option turned on.

You need to find out relevant project template from which concerned project was cloned and then edit folders within that specific project template as required.

Click here for detailed help on how to break the inheritance of workspace objects if required.

Q2. My Project is cloned and inherited from a project template, and I need to change a folder configuration which is specific to my project. Is there a way to break inheritance on a folder without affecting other areas?

A2. No, breaking inheritance of a folder will require breaking inheritance of dependent objects which can include folder permissions, workflow definitions, workflow system tasks, etc...

However, if a change in folder configuration is specifically required on a project, it is suggested to create a new folder with required configuration in that project so that it serves your purpose.

If configuration is required in general for other projects as well, it is best to communicate to relevant project manager about general configuration and get it updated on related project template directly so that all projects can benefit out of it.

Q3. How do I know if a project was cloned from a project template or not? If yes, how can I find out the name of project template from which that project was cloned?

A3. The 'Type' column in 'Projects' area displays whether the corresponding record is an 'Independent' project, a 'Cloned' project, or a 'Template' i.e. a project* template.

In case of a 'Cloned' project, you can see the 'Cloned From' column corresponding to that particular project in the projects listing screen displaying the template name from which it was cloned.

In case you don't see the required columns in the projects area, click here to understand how to customize columns.

Q4. How do I mark a project folder as my favorite folder?

A4. From the 'Files' tab, right click on the project folder that you want to mark

as favorite and select 'Mark as Favourite'. Accordingly, in order to unmark a folder

as favorite, you can right click on the same folder again and select 'Remove as Favourite' when required.

Q5. Can I reactivate a project folder?

A5. Yes, you can reactivate a project folder. Click here to understand how to reactivate a project folder once it is deactivated.

Q6. Can I delete an existing folder?

A6. No. A folder cannot be deleted once it is created. However, it can be deactivated if required (See how to deactivate a folder).

Q7. How do I copy and share a public link to a project folder?

A7. You can right click on a folder and select 'Copy', then select 'Link' to copy a folder's link. If the folder configuration has 'Enable Public Links' and 'Set as Public' on, then the link that gets copied will be a public link to the selected project folder. For including public sub-folders (if any) from selected project folder, set the 'Inc. Public Sub-Folders' option on as well.


Q1. Can I move a folder to another project?

A1. No. A folder can be moved within the same project only.


Q1. Why am I unable to upload a file?

A1. You won't be able to upload a file if you don't have required folder permission to upload file i.e. 'Publish', 'Publish & Link' or 'Admin' permission on the folder selected for upload.

Q2. Can I upload a folder directly as a parent folder or a sub folder?

A2. Yes, you can. Follow the steps mentioned in below help links as required:

Click here for detailed help on how to upload a folder as a sub folder.

Q3. Can I upload files with same document reference twice, within the same folder?

A3. Yes; however, such a file will be considered as a revision and not a separate file record. Each of the document references are unique folder wise, irrespective of the selected project.

Q4. Why does it prompt me to enter attribute details while uploading files, even though I have enabled simple upload on the folder?

A4. This is because the selected folder is configured for entering mandatory custom attribute details.

Q5. Why are some users able to access my private documents, even though I didn't share it with them / assign tasks in particular?

A5. Even if you don't share a document / assign tasks, all the administrators on selected folder will still be able to access your private documents.

Q6. On a project folder where auto-sequencing is 'On', I uploaded an incorrect file by mistake. How do I fix this?

A6. Though there can be multiple ways to manage this scenario, it is advisable that you upload the file correctly with the same document reference as a next revision, but with the same revision number so that it can help you identify the correct revision. Next, deactivate the incorrect file revision (with the matching revision number) to avoid any further confusion.

Q7. Is there a file size limit while uploading files on Asite?

A7. No, there is no file size limit while uploading files on Asite. However, the time for upload process will depend upon file size, internet connection speed and availability on the device from where file is getting uploaded.


Q1. Why am I unable to upload a file?

A1. You won't be able to upload a file if you don't have required folder permission to upload file i.e. 'Publish', 'Publish & Link' or 'Admin' permission on the folder selected for upload.

Q2. How can I upload revisions for multiple files at the same time?

A2. Select multiple files on which you need to upload revisions and follow the steps to upload a revision of an existing file. While selecting revisions to upload, you will need to select revisions for each file based on their Doc Ref one by one from the 'Upload' window.

Q3. Can I upload files with same document reference twice, within the same folder?

A3. Yes. However, such a file will be considered as a revision and not a separate file record. Each of the document references are unique folder wise, irrespective of the selected project.

Q4. Why are some users able to access my private documents, even though I didn't share it with them / assign tasks in particular?

A4. Even if you don't share a document / assign tasks, all the administrators on selected folder will still be able to access your private documents.

Q5. On a project folder where auto-sequencing is 'On', I uploaded an incorrect file by mistake. How do I fix this?

A5. Though there can be multiple ways to manage this scenario, it is advisable that you upload the file correctly with the same document reference as a next revision, but with the same revision number so that it can help you identify the correct revision. Next, deactivate the incorrect file revision (with the matching revision number) to avoid any further confusion regarding the same.

Q6. Is there a file size limit while uploading files on Asite?

A6. No, there is no file size limit while uploading files on Asite. However, the time for upload process will depend upon file size, internet connection speed and availability on the device from where file is getting uploaded.

Q7. I am unable to proceed further with uploading a file, as the 'Doc Ref' and/or other mandatory fields are showing disabled. How do I fix this?

A7. This can happen when an attribute set is applied on the concerned folder having a rule for 'Doc Ref' or other mandatory fields. An attribute set may be applied by default to all folders or single/multiple folders under a project based on configuration. To make any changes on the attribute set applicable to a specific project folder, you need to contact related project administrator. To understand how to update attribute details for any of the file revisions accessible to you, click here.

Q8. How can I remove an attribute set applied on a folder if required?

A8. You need to contact related project administrator for removing an attribute set applicable on a project. Below are the steps to be followed by a project administrator for removing attribute set applicable on a project folder if required:

  1. Identify the attribute set which is applied on concerned folder (run the standard report 'Folder Attribute Sets' as needed).

  2. Edit that particular attribute set and uncheck the concerned folder from that attribute set.

  3. Save the changes.

Once done, selected attribute set will no longer be applicable on that particular folder.


Q1. How can I upload multiple attachments / secondary files to one file?

A1. You can combine them and upload as a single .zip or .rar file. Learn how to view ZIP or RAR file contents once uploaded.


Related to Download Files

Q1. How many project files can I download at a time?

A1. You can select a maximum of 250 file records at a time for downloading. Please note that only latest revision of selected files will be downloaded if there is no specific filter applied.

To download old revisions if any, apply the 'Revisions' filter and select 'Superseded' option as needed then select revisions to download as required.

Q2. Can I download an entire project folder along-with its files, with or without its subfolders?

A2. No, project folders cannot be downloaded separately. However, you can select required files and download them in batches, maximum 250 records at a time.
If you need to share an entire project folder with another user, you may choose to share a folder link instead.


Related to Distribute Files

Q1. How many project files can I distribute at a time?

A1. You can select a maximum of 250 file records at a time for distributing (from the files listing area). Please note that only latest revision of selected files will be distributed if there is no specific filter applied.

To distribute old revisions if any, apply the 'Revisions' filter and select 'Superseded' option as needed then select revisions to distribute as required.

Q2. How to view task notes (i.e. subject line) for past distribution of a file?

A2. You can view task notes (i.e. subject line) for past distribution of a file from the 'Distribution' view in Files tab under the 'Task Notes' column.
In case you don't see the required columns in 'Distribution' view under Files tab, click here to understand how to customize columns.


Related to File Tasks

Q1. Can I select multiple files and complete tasks on all of them at the same time?

A1. It depends on the which task you need to complete. You can select multiple files having similar task assigned and use right click options to complete tasks on those files at the same time. Completing file tasks in batches is supported only if the task assigned is 'For Information', 'For Acknowledgement', 'For Comment Coordination', 'For Comment Incorporation' or 'For Action'.


Q1. Can I delete a file stored in my project?

A1. No, a file cannot be deleted once it is uploaded to a project folder on Asite. However, it can be deactivated as required. See how to deactivate a file.

Q2. Can I delete a placeholder created on my project?

A2. No, a placeholder cannot be deleted once it is created on a project folder in Asite. However, it can be deactivated as required. See how to deactivate a placeholder.

Q3. How do I deactivate an old revision of a file?

A3. To deactivate an old revision of a file, first you will need to filter out the old file revision in the files listing area. To do this, apply the 'Revisions' search filter, then select 'Superseded' revision to see old file revisions in the listing.

Once you have found the file revision which you need to deactivate, right click on the same, go to 'More Options' then select 'Deactivate Files'.

In the next screen, avoid selecting the checkbox 'Deactivate Entire File' and click on 'Deactivate' to confirm the deactivation of selected file revision.


Related to Link Files

Q1. Is there a way I can unlink the files that I already linked?

A1. No. Linking a file is considered same as publishing a file in a new location. Due to audit purposes, we do not provide the functionality to unlink the files.

It is advisable to move such linked files to a separate project folder in case you need to manage them separately and avoid any sort of confusion. See how to move files if required.


Related to Move Files

Q1. How many files can I move at a time?

A1. You can move a maximum of 1000 files at a time. This is considering file revisions as well. So if you are moving 250 files which has 4 revisions in each file, it is also considered as 1000 files (250 multiplied by 4) so you cannot move any more files in that particular instance.

Q2. Can I move model files from one folder to another folder?

A2. No, as of now you cannot move model files within the project or outside of the

project.


Q1. How can I filter old revisions on a file?

A1. From the files listing area, head to the project folder where you need to search for old revisions. Here, apply the filter called 'Revisions' and select 'Superseded' option only so that you can see all old revisions available under the selected project folder. It can then be filtered further based on other file related information like 'Doc Ref', 'Doc Title', etc.

Q2. How can I apply a filter so that files from related subfolders don't get included in the results when I select a parent folder?

A2. From the files listing area, head to the project folder where you need to filter the files. Here, apply the filter called 'Include Subfolders' and uncheck the 'Yes' option so that you can see files only from the selected folder excluding any subfolders if applicable.


Related to Share Filter

Q1. How can I share a filter with a distribution group?

A1. You need to create a distribution group by selecting 'Filters' as group type. Click here for detailed help.


Q1. Is there an additional cost for enabling this feature?

A1. Please contact our Sales / Customer Success for more information.

Q2. What versions of Microsoft Office 365 files are supported?

A2. Only .docx, .xlsx, .pptx file formats are supported currently.

Q3. As a Contract / Organization Admin, whom do I contact to enable this feature for my projects?

A3. Please get in touch with the Asite Customer Success representative to enable this feature.

Q4. As a project user what permission do I need in Asite CDE to use this feature?

A4. You need 'Admin' or 'Publish' or 'Publish & Link' folder permission to use this feature.

Q5. How can I collaborate using this feature?

A5. You need to right-click select 'Open File in <<Word, Excel, Powerpoint>>' option to launch the Microsoft Office for the web application with the document content available for editing.

Q6. Do I need to login using my Microsoft Office 365 credentials?

A6. Yes, if prompted please use your Microsoft Office 365 credentials to access the file for editing.

Q7. Can I share a link of this document (which is used for editing the file in Microsoft for the web application) with non-Asite users?

A7. No, the revision respects the file security, and only users having permission to access the file revision can view and edit the contents using the Microsoft Office for the web application.

Q8. How can I find if a file is being edited in the Microsoft Office for the web application?

A8. In such a scenario, icon will show against the file in the checkout column instead of the regular file checkout icon, on the listing page. It indicates that the corresponding file has been checked out for editing in Microsoft Office for the web application.

Q9. How are my edits saved in Asite CDE?

A9. Once the project user opens the document revision in Microsoft Office for the web application, Asite creates a copy of the file as a new revision and all edits (by single or multiple users) are directly saved in this new revision.

Q10. How can I access the ongoing edits in Asite CDE for a file edited via Microsoft Office for the web application?

A10. Clicking on icon available against the files edited via Microsoft Office for the web application, the corresponding file opens in the same application with the latest edits available on them.

Q11. Can I edit the name of a file on Asite project when it is open for editing in related Microsoft Office for the web application?

A11. No. Using the Microsoft Office for the web application, you are only able to edit the content of selected file on Asite and then publish its new revision as applicable from the Asite web application. The file name on Asite is not impacted if you are using the option to edit the selected file in related Microsoft Office for the web application.

Q12. Why am I unable to save changes made to my files using Microsoft Office for the web application?

A12. This can happen if a revision to the file was already published from some other browser tab or window, while another browser tab or window had a previous revision of the file open for editing in Microsoft Office for the web application. Once a file revision is published, if you are trying to edit an earlier copy of the same file it will no longer be available on Asite and hence you won't be able to save any such changes.

Q13. What is the auto-save frequency and permissions check frequency when I edit my project files using Microsoft Office for the web application?

A13. Refer below link for a table showing the auto-save frequency and permissions check frequency as per available Microsoft Office for the web applications:

In case your session in Asite is timed out due to any reason, you will be required to relogin to Asite and make the required changes to your file again.

Q14. What are the file sizes supported by Microsoft Office for the web?

A14. Refer below link for a table showing the file sizes supported by Microsoft Office for the web:

Q15. One of my files created in Microsoft application and uploaded on Asite cannot be edited by me using the related Microsoft Office for the web application, though it can be edited by other users on Asite. How can I fix this issue?

A15. This can happen due to some issue related to the file. In such a scenario, you may try creating a copy of the same file in related Microsoft application and upload the new file copy to Asite and see if it works.

Q16. While a file was being edited by one user, their access to publish files in the related Asite project folder was removed by another user. Will the changes to the file made using Microsoft Office for the web application be saved in such a scenario?

A16. No. Before removing access of publishing files in the related project folder on Asite, you need to make sure any changes made to your files on Asite using Microsoft Office for the web application are published to Asite. Once a user's access to publish on related Asite folder is removed, they will no longer be able to publish any changes to Asite.

Q17. Can I change the CDE project folder path for saving files?

A17. No, you cannot change the CDE project folder while editing the document.

Q18. Can I use aSync to edit files locally as well as edit files in Microsoft Office for the web application?

A18. No, you cannot edit in parallel using aSync and open files in Microsoft Office for the web application at the same time.

Q19. How can I track the audit history of files edited via Microsoft Office for the Web application?

A19. You can access the audit information of who viewed the file via Microsoft Office for the web application alongwith date and timestamp, while viewing the file in Asite. You can also track who accessed/edited the file in Microsoft Office for the web, including who checked out the file and published a new revision.

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