Overview

This custom field type is designed to store multiple files within a single field. Files may be uploaded either individually or in groups.

This field type is utilized for storing:

• Uploaded documents
• Uploaded media
• Documents created using the Web Page View type field with the Store to Server option.

Field Illustration

View Mode:

Edit Mode:

Field Options

The options detailed below are specific to this particular field type.
Security Options

• Allow External Access: If there is a report enabled for external access that includes files in this Multiple Files field, any individual viewing the report will be able to click on the file names listed for this field and access the underlying files.
• Enable Online Editing - When activated, an edit button will appear next to the documents within this field, allowing users to edit the documents online. Upon saving changes, the updated document will automatically be stored back into the corresponding Multiple Files field. (Note: Documents with special characters, such as apostrophes in the filename, may not be editable.)
• Real-Time Virus Scan - Conducts a virus scan on uploaded documents.

Other Options

• File Index - Enables file indexing and full-text searching using the Lucene full-text search engine, which is integrated into SmartSimple.
• Create Optimized Image Version: When selected, a smaller version (thumbnail) will be generated upon image upload. The thumbnail will be compressed and limited to 1024 pixels in width. The thumbnail can be referenced using the syntax @fieldname.compressedlink@. This feature aims to enhance the loading time of pages displaying numerous high-resolution images.
• Enable Annotation - Allows users to add annotations to uploaded PDF documents directly within the SmartSimple system.
• Keep Version - Facilitates version control over added documents. When a second document with the same name is uploaded, the name will be suffixed with V_# (where # represents the version number starting at 1). Additionally, if Online Editing is enabled, the updated version will not overwrite the original but will instead create a new entry with the next appropriate version number.
• Disable Delete - Restricts the user's ability to delete any files stored within the field. The Allow Delete Multiple Files Fields manager permission is required for users to bypass this restriction.
• Enable Merging - Permits users to select any or all PDF documents within the field to be merged into a single document.

• Document Console - Activating the Document Console allows users to easily preview and print the documents contained within the Multiple File field.

  

   
• Auto Convert Documents to PDF on Upload - Automatically converts Word Documents into PDF versions of the same document asynchronously.
• Enable Excel Parsing - Parses uploaded Excel files and populates mapped fields based on the content of the files; see Excel Parser.
• File Type Restriction - This option allows you to specify the only file types that may be uploaded, in a comma-separated list. Please note that file extensions (e.g., txt, jpg, pdf) must be in lowercase. Refer to the File Type Restriction page for further information.
• Maximum File Size - A drop-down menu providing options to set a limit on the file upload size.
• File Name Restriction - Enables enforcement of a file naming convention for files uploaded to SmartSimple. Consult the File Name Restriction page for more information.
• Workflow on Upload - Allows you to define a Workflow that will be triggered whenever a file is uploaded to this field.

Media Library Options

• Enable Media Library - Activates the media library interface. This option is only available in Arcadia mode.
• Enable Media Download - This option is only available when Enable Media Library is checked. It allows for the downloading of any uploaded media files.
• Enable Mobile Link - This option is only available when Enable Media Library is checked. It permits access to mobile links.
• Enable Closed Caption - This option is only available when Enable Media Library is checked. It allows access to Closed Captions (CC) and provides the ability to customize the label on the CC button.
• Enable Media Annotation - This option is only available when Enable Media Library is checked. It allows users to make annotations on the media item and customize the label on the Annotation button.
• Use Thumbnail Image in Print View - This option is only available when Enable Media Library is checked. If not selected, the print view will display the entire image. If selected, the print view will show the image at half width with metadata fields on the right-hand side. NOTE: This will require the latest Web Page View "SmartFields Sample Template".
• Watermark - This option is only available when Enable Media Library is checked. Entered text will appear as a watermark when any uploaded media is viewed.

The ability to delete files from Multiple File fields is granted to roles that possess the Allow Delete on MultiFile Fields Manager Permission.

File Size Upload Limitations (Size Restrictions)

Files with sizes up to 1GB may be uploaded into Custom Field Type: Upload - Multiple Files Storage and Custom Field Type: Upload - Single File Storage.

File Size Upload Times

Notes

• File upload time tests were conducted from the SmartSimple headquarters. Upload times may vary based on your Internet Service Provider and other factors.
• Last speed test conducted in August 2015.

Special Field Options

Indexing Multiple and Single File Fields

Both the Upload - Multiple Files Storage and the Upload - Single File Storage features include a file indexing capability. This functionality enables users to search for documents attached to the field, contingent upon the user possessing the requisite permissions to access said field.

Supported File Types

• When adding a document to this file, it is imperative to ensure that the document is indexable for searching purposes. The following document types are supported: Microsoft Word, Microsoft Excel, Adobe PDF, HTML, and RTF files.

Ensuring PDF Files are Searchable

• When utilizing PDF files, it is essential to confirm that the files are text-searchable. This functionality can be verified by opening the file in Adobe Acrobat Reader and ensuring that the Select Text tool is functional for selecting text within the file.

Indexing After Uploading

• The indexing process occurs upon the initial upload of the file. If you choose to index a file post-upload, it is necessary to re-index the field. Please follow the steps below to index the field:

1. Locate and edit the Custom Field.
2. Select the File Index checkbox.
3. Click the Save button.
4. Navigate to the File Index tab.
5. Select the option labeled Re-index all files in this field now!
6. Click the Save button.

Disabling a File Index

• To disable the File Index functionality and cease making attached files searchable, please follow these steps:

1. Locate and edit the Custom Field.
2. Deselect the File Index checkbox.
3. Click the Save button.
4. Navigate to the File Index tab.
5. Select the option labeled Remove index from all files in this field now!
6. Click the Save button.

PDF Document Options

Allow Merging (PDF Files Only)

• If utilizing a Multiple File field for storing PDF documents, you may enable a Merge button:
• While editing a record with a Multiple File field that has "Allow Merging" enabled, the Merge files button will be available:

• Clicking the Merge files button will allow you to select which PDF documents stored in the field you wish to merge into a single PDF document, as well as the order in which they are merged.
• The resulting document will also be stored within the Multiple File field. The original documents will remain unchanged.
• This feature facilitates easier printing of document "sets".
• The resultant file name must not contain any spaces.

Note Regarding Merging: Any PDF files that possess the Content Copying or Content Copying or Extraction security restrictions are not eligible for merging. * The settings can be reviewed by opening the PDF and navigating to File > Document Properties > Security (steps may vary depending on your PDF reader version).

Display Additional File Attributes (PDF Files Only)

• This feature enables the display of supplementary information (also referred to as Meta Data) extracted from each PDF in the list view of the files stored within this field.
• This is accomplished using the Extra Columns section:

Variables

The following extensions may be utilized with Multiple File fields:

• .numOfPages: the total number of pages across all PDF files stored in the field.
• .numOfFiles: the count of files present in the field.

Example: To verify if the custom field contains any uploaded files:

"@level1.Link-Multiple Files custom field name.numOfFiles@">0

• .uploadlink: the URL designated for uploading a file to the field.
• .value: the filenames of the files, delineated by pipes (|) along with file identifiers.
• .filenames(separator): the filenames of the files, separated by the separator specified within the parentheses.
• .files: the URL/path to each file, separated by pipes (|).

NOTE: To present a list of files in a tabular format with hyperlinks to the files, simply reference the field name. For example:

@Annual Financial Documents@

Example: Upload file function utilizing a hyperlink:

<a href="@Additional Files.uploadlink@" target="_blank">Click Here to upload</a>

Upload file function presented as a button:

<input class="Button" type="button" value="Upload Files" />

HTML 5 Upload Feature

As of May 2013, a new HTML 5 format for the file upload functionality on multiple file fields has been implemented. This new uploader eliminates the necessity for a Java applet plug-in; end users are no longer required to install any software to upload multiple files. Please note that HTML 5 is supported on the following browsers:

• Internet Explorer download: version 10.0 and above
• Firefox download
• Chrome download

Users who are not utilizing one of these browsers will continue to utilize the file upload applet, which necessitates the installation of the Java applet plug-in.

Notes

• Commas within the filenames of uploaded files will automatically be substituted with underscore characters ("_"). This measure is implemented to avert errors during JavaScript execution.

PDF Annotation

@FIELD_NAME.template[#~uploaddate~#]@