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| 712:workwithfiles [2025/09/15 14:55] – created - external edit 127.0.0.1 | 712:workwithfiles [2025/12/15 16:27] (current) – [Adding a new file or links] Fryer, Kathryn |
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| ====== Work with files ====== | ====== Work with files ====== |
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| In an instantiated project or a program, specific deliverables are consumed as well generated during the execution of an ''activity''. These deliverables files are part of the ''work product'' which has further information like ''description'', ''guidance'', ''milestone'' and ''activity'' or ''workflow'' where it is used as input or output. | In an instantiated project or a program, specific deliverables are consumed as well generated during the execution of an ''activity''. These deliverables or files are instances of the ''work product,'' which has further information like ''description'', ''guidance'', ''milestone'' and ''activity'' or ''workflow'' where it is used as input or output. |
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| | Though the ''work product'' is modeled in Stages, the files must be stored in a configuration management system (CM) like Subversion or SharePoint. Users can avail some of the CM features from Stages itself. For example, users can see the version history and file status from Stages. Depending on the integration with the CM system, users can also check in and check out the document from Stages to lock the file while editing and upload updates. |
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| | Note: To work with files, users must have an appropriate [[712:stages-permission-license-matrix|license ]]and [[712:manage_users_groups_permissions|permissions]]. |
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| Though the ''work product'' is modeled in Stages, the files are stored in the configuration management system (CM) like Subversion or SharePoint. Users can avail some of the CM features from Stages itself. For example, users can check in and check out the document in Stages to lock the file while editing to avoid overlapping edits. They can also check the version history and change state of the file in Stages. | |
| ===== Adding a new file or links ===== | ===== Adding a new file or links ===== |
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| Stages provides multiple ways to add files or links to a work product. | Stages provides multiple ways to add files or links to a work product: |
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| - Uploading a new file | - Uploading a new file |
| - Using a template to add a new file | - Using a template to add a new file |
| - Adding a URL | - Adding a URL |
| - Linking an existing file [[https://doc.stagesasaservice.com/lib/exe/fetch.php?tok=7e6c58&media=https://doc.stagesasaservice.com/lib/plugins/ckgedit/fckeditor/userfiles/image/75/addnewfile.png|{{https://doc.stagesasaservice.com/lib/plugins/ckgedit/fckeditor/userfiles/image/75/addnewfile.png?direct&800x517}}]] | - Linking an existing file |
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| | Note: These options can be limited based on the target CM system and any customization of its integration with Stages. |
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| | [[https://doc.stagesasaservice.com/lib/exe/fetch.php?tok=7e6c58&media=https://doc.stagesasaservice.com/lib/plugins/ckgedit/fckeditor/userfiles/image/75/addnewfile.png|{{https://doc.stagesasaservice.com/lib/plugins/ckgedit/fckeditor/userfiles/image/75/addnewfile.png?800x517}}]] |
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| **1. Uploading a new file: **Easiest way to add a new file is by using the drag & drop function or browsing to the folder **(1)** and uploading the file. Alternatively, user can click on Add **(2)** and select the upload file from the widget. This uploads the file to configuration management system linked to Stages. | **1. Uploading a new file: **Easiest way to add a new file is by using the drag & drop function or browsing to the folder **(1)** and uploading the file. Alternatively, user can click on Add **(2)** and select the upload file from the widget. This uploads the file to configuration management system linked to Stages. |
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| [[https://doc.stagesasaservice.com/lib/exe/fetch.php?tok=4408eb&media=https://doc.stagesasaservice.com/lib/plugins/ckgedit/fckeditor/userfiles/image/73/drag_drop2.png|{{https://doc.stagesasaservice.com/lib/plugins/ckgedit/fckeditor/userfiles/image/73/drag_drop2.png?direct&800x506}}]] \\ | [[https://doc.stagesasaservice.com/lib/exe/fetch.php?tok=4408eb&media=https://doc.stagesasaservice.com/lib/plugins/ckgedit/fckeditor/userfiles/image/73/drag_drop2.png|{{https://doc.stagesasaservice.com/lib/plugins/ckgedit/fckeditor/userfiles/image/73/drag_drop2.png?800x506}}]] \\ **2. Using a template to add a new file: **In Stages, files can also be created using a template associated with the Work Product where you are adding the file. This simplifies document creation and also ensures consistency across the organization. |
| **2. Using a template to add a new file: **In Stages, files can also be created using a template and this file can then be added in ''work product''. This simplifies document creation and also ensures consistency across the organization. | |
| | To use a template, the Work Product must have an associated Template guidance element, as shown in the Guidance widget. |
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| | [[https://doc.stagesasaservice.com/lib/exe/fetch.php?tok=16c5e8&media=https://doc.stagesasaservice.com/lib/plugins/ckgedit/fckeditor/userfiles/image/75/guidance.png|{{https://doc.stagesasaservice.com/lib/plugins/ckgedit/fckeditor/userfiles/image/75/guidance.png?508x224}}]] |
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| | If a template is present in the ''guidance'', you can use it to create a new work product file and store it in the linked CM. |
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| | [[https://doc.stagesasaservice.com/lib/exe/fetch.php?tok=1691e3&media=https://doc.stagesasaservice.com/lib/plugins/ckgedit/fckeditor/userfiles/image/75/createfromtemplate.png|{{https://doc.stagesasaservice.com/lib/plugins/ckgedit/fckeditor/userfiles/image/75/createfromtemplate.png?900x587}}]] |
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| In order to use template, one should already be present in the ''guidance'' linked to the ''work product''. | **3. Adding a URL: **Add a URL to simply redirect users to a web page for further details on the work product. Note that no CM integration is required for this option; however, this option also does not provide information on version history, status, or other operations. |
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| [[https://doc.stagesasaservice.com/lib/exe/fetch.php?tok=16c5e8&media=https://doc.stagesasaservice.com/lib/plugins/ckgedit/fckeditor/userfiles/image/75/guidance.png|{{https://doc.stagesasaservice.com/lib/plugins/ckgedit/fckeditor/userfiles/image/75/guidance.png?direct&508x224}}]]If a template is present in the ''guidance'', it will be available to be used to create a new file from template and this will be stored in linked CM. | **4. Linking to an existing file: **If the file already exists in the CM system, create a link by browsing and selecting the file to the work product. Once linked in this way, you can access the version history and status and the integrated check in/ check out capabilities with the CM. |
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| [[https://doc.stagesasaservice.com/lib/exe/fetch.php?tok=1691e3&media=https://doc.stagesasaservice.com/lib/plugins/ckgedit/fckeditor/userfiles/image/75/createfromtemplate.png|{{https://doc.stagesasaservice.com/lib/plugins/ckgedit/fckeditor/userfiles/image/75/createfromtemplate.png?direct&900x587}}]] | [[https://doc.stagesasaservice.com/lib/exe/fetch.php?tok=acef75&media=https://doc.stagesasaservice.com/lib/plugins/ckgedit/fckeditor/userfiles/image/75/linkfile.png|{{https://doc.stagesasaservice.com/lib/plugins/ckgedit/fckeditor/userfiles/image/75/linkfile.png?700x541}}]] |
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| **3. Adding a URL: **User can simply be redirected to the webpage using the URL to access further details on the work product. | |
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| **4. Linking to an existing file: **CM system will have other files which can be linked by browsing and selecting the file to the work product. The linked file will have CM features of checking in and out, accessing version history available from the work product itself. | ===== Using and checking in and out an existing file ===== |
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| [[https://doc.stagesasaservice.com/lib/exe/fetch.php?tok=acef75&media=https://doc.stagesasaservice.com/lib/plugins/ckgedit/fckeditor/userfiles/image/75/linkfile.png|{{https://doc.stagesasaservice.com/lib/plugins/ckgedit/fckeditor/userfiles/image/75/linkfile.png?direct&700x541}}]] | To work on an existing file, it can either be opened directly in the target CM system or be downloaded via Stages. The available options depend on the CM system. For example a Word document stored in SharePoint Online can be opened in the Office 365 Word Online editor or downloaded as a Word document. |
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| ===== Checking in and out an existing file ===== | You can also check out the file by clicking on ''Download & lock''. This prevents another user from downloading or checking in another version of the file. Alternatively, you can simply ''Lock'' the file to prevent another user from editing the file. |
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| To work on an existing file, check it out by clicking on ''Download & lock''. This will prevent another user from downloading or checking in another version of the file. Alternatively, you can simply ''Lock'' the file to prevent another user from editing the file. | Once you are ready to check-in the file, click on ''Upload'' to check in the new version of the file. |
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| Once you are ready to check-in the file, click on ''Upload'' to check in the new version of the file. | {{:712:checkinginandout.png?direct&969|}} |
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| [[https://doc.stagesasaservice.com/lib/exe/fetch.php?tok=ca26bb&media=https://doc.stagesasaservice.com/lib/plugins/ckgedit/fckeditor/userfiles/image/75/checkinginandout.png|{{https://doc.stagesasaservice.com/lib/plugins/ckgedit/fckeditor/userfiles/image/75/checkinginandout.png?direct&969x700}}]] | |
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| ===== Setting State of a File ===== | ===== Setting State of a File ===== |