File Library

You can use the File Library feature to store files for a solution, or to store files when two solutions share files.

For example: you upload a file for Solution1 to the File Library (or “Folder”) and you see that Solution2 uses the same file. Solution1 and Solution2 can either have a parent-child relationship or they can exist as two independent solutions.

You can do the following with file libraries: 

Note:

You can display a list of where each file library has been used.

Reference counts display the number of solutions using a specific File Library. Reference counts recognize the latest deployed version only; previous deployed versions with processes running processes are not counted.

Create a file library

To create a File Library (also called a “Folder”):

  1. Open User App.
  2. Go to Solutions page.
  3. Select the Solution and click Edit Solution. This will open Solution Designer / Composer.
  4. Under Composer, go to the Solutions tab.
  5. Click the File option on the ribbon to open File Library window.

  6. Select the scope (Global/ App Name).

    Note: If the File Library is created at the Global level, it will be visible in all solutions of all apps of your current Evolve environment. If it is created at App Level, it will be visible in all solutions within the app you are working in (the “current app”).
  7. Click Create Folder and provide these details:
    • Name – The name of the File Library / Folder
    • Description – The purpose of the File Library / Folder
  8. Click OK to create the File Library / Folder.
  9. If you want to create additional File Libraries / Folders, click Create Folder again and follow steps four and five again.

Create a Sub Folder

To create a sub-folder inside a folder for a file library:

  1. Open User App.
  2. Go to Solutions page.
  3. Select the Solution and click Edit Solution. This will open Solution Designer / Composer.
  4. Under Composer, go to the Solutions tab.
  5. Click the File option on the ribbon to open File Library window.
  6. Select the scope (Global/ App Name).
  7. Click on the folder you want to create a sub-folder for.
  8. Click Create Folder and provide these details:
    • Name – The name of the Sub Folder / File Library.
    • Description – The purpose of the Sub Folder / File Library.
  9. Click OK to create the Sub Folder / File Library.
  10. To create folder inside a sub folder, click on the sub-folder, then click on Create Folder and provide name and description details.
Note:

All operations available for Parent folder will be available for Sub Folders as well.

Delete a file library

To delete a File Library:

  1. Open User App.
  2. Go to Solutions page.
  3. Select the Solution and click Edit Solution. This will open Solution Designer / Composer.
  4. Under Composer, go to the Solutions tab.
  5. Click File to open the File Library window.
  6. Select the scope (Global/ App (use the App name) of the File Library / Folder you want to delete.
  7. Select the File Library you need to delete and click Delete Folder.
  8. Click Yes when asked to confirm and File Library / Folder will be deleted.
Note:

Folders which have Sub-folders and References can not be deleted.

Import a file library

To import or export a File Library:

  1. Open User App.
  2. Go to Solutions page.
  3. Select the Solution and click Edit Solution. This will open Solution Designer / Composer.
  4. Under Composer, go to the Solutions tab.
  5. Click File to open the File Library window.
  6. Select the scope (Global/ App (use the App name) of the File Library / Folder you want to import.
  7. Click on Import.
  8. Choose file to be imported and click on Import.

  9. Check Overwrite if you want to delete and overwrite current folder and any references to child folder or file.

    Note:

    Overwrite can break the Solution if the hierarchy of folders is not the same.

Export a file library

To export a File Library:

  1. Open User App.
  2. Go to Solutions page.
  3. Select the Solution and click Edit Solution. This will open Solution Designer / Composer.
  4. Under Composer, go to the Solutions tab.
  5. Click File to open the File Library window.
  6. Select the scope (Global/ App (use the App name) of the File Library / Folder you want to export.
  7. Click on Export.
  8. Select one of the below options:
    • Selected folder and files only: To export selected folder and files.
    • All folders and sub-folders inside the selected folder: To export all the folders and sub-folders inside the selected folder.
    • All folders, sub-folders and files inside the selected folder. To export all the folders, sub-folders and files inside the selected folder.
  9. Click on Export.

View files in the file library/folder

To check the files inside a File Library/Folder:

  1. Open User App.
  2. Go to Solutions page.
  3. Select the Solution and click Edit Solution. This will open Solution Designer / Composer.
  4. Under Composer, go to the Solutions tab.
  5. Click File to open the File Library window.
  6. Select the scope (Global/ App Name) of the File Library / Folder for which you want to view files. This will populate the File Libraries / Folder for that scope in the table.
  7. Select the File Library and click View Files.
  8. The files in the File Library / Folder will appear in tabular format.
  9. You can see the count of sub-folders and references for each File Library / Folder / sub-folder. Count of only immediate sub-folders and references is shown.
  10. Click on the file you want to view. To Download a file, Click on the file and then click on Download.
  11. Click on the file you want to view. If you want add a link to the document, Click on Link and add the Document path.
  12. Click on the file you want to view. If you want delete a file, Click on Delete.
Note:

Accessing files in the file library via link, with extension types .js, .css, .png, .jpg, .gif, .svg can be downloaded without any authentication. Other file extensions require authentication.

Upload files to the file library/folder

To upload files to a File Library/Folder:

  1. Open User App.
  2. Go to Solutions page.
  3. Select the Solution and click Edit Solution. This will open Solution Designer / Composer.
  4. Under Composer, go to the Solutions tab.
  5. Click File to open the File Library window.
  6. Select the scope (Global/ App Name) of the File Library / Folder for which you want to upload files. This will populate the File Libraries / Folder for that scope in the table.
  7. Select the File Library and click UploadFiles.
  8. The files in the File Library/Folder will appear in tabular format.
  9. Click Upload and browse to the file to upload it to a File Library / Folder.

The following plug-ins can be used with files in the File Library / Folder and sub-folders:

Plug-in Description
Add Attachment From attachment control to a folder in the File Library.
Copy Attachment From the File library to an attachment control in the form.
Copy Document For an Excel workflow, copy the data file and supporting documents to a folder in File Library.
Deferred Copy Document For an Excel workflow, copy the data file and supporting documents to a folder in File Library. This plug-in runs in background.
Copy Form Copies the screenshot of the form to a folder in File Library.
Delete File To delete a file from a folder in File Library.
XSL Transformation The XSL file is read from a folder in File Library.
Export Process History Plugin To upload a Process History to SAP as an attachment. You can Save/Export the Process History as an attachment to Supporting Document, File Library, System Directory, and Form Attachment (export to SAP with a web service control). The Process History can be in the formats like text, xml, or .pdf
Note:

The options in the ribbon are enabled after minimum of 500 milliseconds after each click, on selecting folders in File Library.

For a list of all Evolve plug-ins, see the Plug-ins Guide.