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Configure Advanced Options for Multiple Files Storage Custom Fields

Updated

Multiple Files Storage custom field is one of several upload type custom field available within common input custom field types, and it stores multiple files, such as documents, media, and generated files, together in a single field. These custom fields support multi-step configuration beyond their basic settings. Indexing makes uploaded files searchable, merging combines selected PDF documents into a single file, and a media library presents images, audio, or video inline in the browser. For the full list of Multiple Files Storage settings, see Custom Fields: Common Input Types Settings Reference.

Who: Global administrators and system administrators

When to Use Advanced Options for Multiple Files Storage Custom Fields

Use Advanced Options for Multiple Files Storage custom fields when:

  • Indexing fits a Multiple Files Storage custom field whose files need to become searchable, or no longer need to be searchable.
  • Merging fits a Multiple Files Storage custom field that stores PDF documents users need to combine.
  • A media library fits a Multiple Files Storage custom field used to present media such as images, audio, or video.

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Re-index a Multiple Files Storage Field

The File Index setting enables file indexing and full-text search using the Lucene full-text search engine built into SmartSimple. Indexing runs when a file is first uploaded, so to make files that were added before indexing was enabled searchable, re-index the field.

To re-index a Multiple Files Storage custom field:

  1. Navigate to the relevant custom field. See the Access the Configuration Page for Custom Fields section of the Configure Custom Fields article. 
  2. Click the General Settings tab.
  3. Locate the File section, and toggle File Index on.
  4. Click Save.
  5. Click the File Index icon in the Action Bar.
    • A File Index modal will appear.
  6. Click Re-index all files in this field, and then click Save.

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Disable a File Index

The File Index setting enables file indexing and full-text search using the Lucene full-text search engine built into SmartSimple. Disable the setting to stop making attached files searchable.

To disable a file index:

  1. Navigate to the relevant custom field. See the Access the Configuration Page for Custom Fields section of the Configure Custom Fields article. 
  2. Click the General Settings tab.
  3. Locate the File section, and toggle File Index off.
  4. Click Save.
  5. Click the File Index icon in the Action Bar.
    • A File Index modal will appear.
  6. Click Remove index from all files in this field, and then click Save.

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Merge PDF Files in a Multiple Files Storage Field

When a Multiple Files Storage custom field stores PDF documents, checking the Enable Merging setting lets users merge selected files into a single PDF.

Enable PDF Merging

To enable PDF merging:

  1. Navigate to the relevant custom field. See the Access the Configuration Page for Custom Fields section of the Configure Custom Fields article. 
  2. Click the General Settings tab.
  3. Locate the File section, and toggle Enable Merging on.
  4. Click Save.

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Use PDF Merging

To merge PDF files on a record:

  1. Navigate to the relevant record.
  2. Click the Merge files button on the field.
  3. Click the PDF documents to merge, and set the order in which they merge.
NOTE  The merged document is stored in the same field, and the original documents stay unchanged. The merged file name must not contain spaces. PDF files with the Content Copying or Extraction security restriction cannot be merged.

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Configure a Media Library

NOTE  SmartSimple AI Application Analysis is available as an add-on to the SmartSimple subscription. SmartSimple must enable the feature for your organization before it can be configured. Contact your CSM directly or email Client Engagement for more information.

A Media Library turns a Multiple Files Storage custom field into a media interface that compresses uploaded content and plays it inline in the browser. 

To configure a Media Library:

  1. Navigate to the relevant custom field. See the Access the Configuration Page for Custom Fields section of the Configure Custom Fields article. 
  2. Click the General Settings tab.
  3. Locate the Media Library section, and toggle Enable Media Library on.
    • Additional media options toggles will appear.
  4. Toggle the additional media options on as needed, and then click Save.
    • Enable Media Download - Lets users download uploaded media. 
    • Enable Mobile Link - Provides a mobile link. 
    • Enable Closed Caption - Allows closed captions and a custom CC button label. 
    • Enable Media Annotation - Lets users annotate media items and customize the Annotation button label. 
    • Use Thumbnail Image in Print View - Shows the image at half width with metadata fields when printing. 
    • Watermark - Adds watermark text over any uploaded media when viewed. 
NOTE  Uploaded media may take a few minutes to process before it is available. The preview thumbnail shows three dots until processing completes.

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