What's New

File Store Attachment

By - Jun 08, 2018

File store allows you to upload attachments through a Kepion dashboard and share files of any type with your teammates. You can create file stores and manage the associated files by dimension.

Before You Start

Here are some things to know before you begin this process.

  • File size limit: 20 MB per file
  • File store attachment is only supported for Dashboard workflow.
  • Users of the Contributor role can attach files, delete attached files, or download attached files through the Kepion dashboard.
  • Users of the Modeler role can also manage files within the Kepion Modeler module.

 

Configuration

To enable this feature, follow four main steps. We will go to each step in details.

Step 1. Set up the File Store Path

Step 2. Add File Store

Step 3. Configure File Store with Dimension (Optional)

Step 4. Add Access to a File Store on a Dashboard

 

Step 1. Set up the File Store Path

1. Create a folder to store attachments.

This will be the folder to save the attachments. It can be a shared folder within your corporate network, or a local drive on the Kepion web server machine.

For a production environment, we recommend using a shared folder from an always-on server, instead of a local machine drive. A shared folder is better as it can support more than one instance of Kepion web server.

2. Grant Read/Write permission to the shared folder for the account that is used to configure Kepion, e.g. KepionSI.

3. Navigate to Kepion SYSTEM module.

4. Click on the Configuration tab.

5. Enter a valid folder directory for File Store Path, e.g. \\KEXXX\KepionShare.

6. Click Save.

7. Refresh the browser after changing the File Store Path directory.

 

Step 2. Add File Store

You can add one or multiple file stores in one application to help manage attachments.

1. Navigate to the MODELER module.

Note: To use this feature, you need to upgrade to the latest Kepion, version 6.0.18150 or later.

2. Click Application -> All File Stores.

3. Click Add.

4. Give it a name, and click Save.

Now you’ve created a file store to store attachments. You can start setting up how users can access it through dashboard, or add dimensions to the file store for advanced usage.

 

Step 3. Configure File Store with Dimension (Optional)

Adding dimensions to a file store allows you to manage files in a more controlled way. For example, you may want to create a file store that allows each department to share their own cost assumption files.

1. Select the File Store just created in the previous step. Click Configure.

2. Use Add to add a dimension, or Remove to delete a dimension from the file store.

3. Click Save to confirm the changes.

Please note, every time you change the dimensionality of a file store, existing files will be removed. Please back up the files manually if needed.

 

Step 4. Add Access to a File Store on a Dashboard

The last step in the configuration is to add an access point to the file store on the dashboard. It is added through the Text component.

1. Right-click on a dashboard page, and select Add Text.

2. Style the text-box, e.g. name it as “Review Cost Assumption”, and click the gear button to continue.

3. Select the FILE STORE for Type.

4. Select the FILE STORE for Tab.

5. Select a file store you create at the Configuration step. The dimensions defined for the file store will automatically show up. You can link it with a form Filter, or specify a dimension Member.

6. Define dimension context of the file store

To use form filters to control the context of a file store, select an existing form on the dashboard from the Form dropdown. The form filters will automatically match up with the file store dimensions.

You can also overwrite the filter selection by specifying a dimension member.

Other options:

  • Hide Path: Check this option to exclude the Path column on the Files window.
  • Show Rollup: Check this option to show all files when filters are not at the lowest level.

7. Click OK to save changes and exit the Text window.

8. Click Save on the dashboard.

 

Add/Remove/Download Files

Now that you’ve configured a file store on the dashboard. It’s time to test it out.

On the APPS page, start a new plan.

Click “Review Cost Assumption” to bring up the Files window.

  • Add: To upload a file, click Add. You can attach a file of any type.
  • Remove: To delete a file, check the file and click Remove.
  • Download: To view the content of the file or save a copy of the file, check the file and click Download. You can download files to any folder for your convenience.

 

Maintenance

Access to the File Store Path folder from File Explorer

  • Security of the File Store Path folder can be managed by the system administrator.
  • Users should not be able to access the Workflow Path folder directly, unless explicitly granted permission by the system administrator.

Locate Files from File Explorer

File store attachments are organized by the following structure:

  • File store without specified dimension: [File Store Path] > [Application Name] > [File Store Name]
  • File store with dimension: [File Store Path] > [Application Name] > [File Store Name] > [{FirstDimensionName}-{MemberId}] > [{SecondDimensionName}-{MemberId}] > …

Migrate Application Database across Environment

  • Files uploaded to the File Store are saved to a shared folder through Kepion UI, but not within Kepion. When you migrate an application from one environment to another, please make sure the new environment has the File Store Path set up correctly.
  • If you need the files from the old environment, please bring them over manually.

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