Configure Advanced Options for Multiple Files Storage Fields

Multiple Files Storage is one of several upload field types available within Common Input Types Custom Fields, 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 Fields

Use Advanced Options for Multiple Files Storage Fields when:

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

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Access Custom Fields

Custom Fields appear under several tabs in Global Settings and under UTA/modules for each level, and shows only the fields related to that tab's purpose.

Access Custom Fields from Global Settings

To open the custom fields list from Global Settings:

1. Click the System Administration gear in the upper navigation bar, and then select Global Settings.
2. Click the relevant tab.
   • Custom fields are located on the Organizations, User, Associations, and Transactions tabs.
3. Locate the General Settings section, and click Custom Fields.
4. Click the New Field [+] button to add a new custom field.
   • Click the edit [pencil] icon to edit an existing custom field.

Access Custom Fields for a UTA/Module

To open the custom fields list for a UTA/module:

1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
2. Click the Configuration Settings gear.
3. Click the relevant tab.
   • Custom fields are located on Level 1, Level 2, and Level 3 tabs.
4. Locate the General Settings section, and click Custom Fields.
5. Click the New Field [+] button to add a new custom field.
   • Click the edit [pencil] icon to edit an existing custom field.

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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 field:

1. Navigate to the Upload - Multiple Files Storage custom field using the instructions in the Access Custom Fields section of this 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 Upload - Multiple Files Storage custom field using the instructions in the Access Custom Fields section of this 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 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 Upload - Multiple Files Storage custom field using the instructions in the Access Custom Fields section of this 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.

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Configure a Media Library

A Media Library turns a Multiple Files Storage 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 Upload - Multiple Files Storage custom field using the instructions in the Access Custom Fields section of this 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. 

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