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Table of Contents
17 Files ........................................................................................................................... 2
17.1 Files ........................................................................................................................ 2
17.2 Root Folder ............................................................................................................. 2
17.3 Set Parameter ......................................................................................................... 3
17.4 Default Directory ..................................................................................................... 4
17.5 Email Configuration ................................................................................................. 5
17.6 Move Files .............................................................................................................. 6
17.7 Reports ................................................................................................................... 7
17.7.1 Files Details ..................................................................................................... 7
17.7.2 Folder Approver Details ................................................................................... 7
17.8 Alerts ...................................................................................................................... 7
17.9 Move File Location .................................................................................................. 9
17.10 Transfer Rights .................................................................................................... 9
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17 Files
17.1 Files
17.2 Root Folder
The Root Folder is the primary directory in the Files module, acting as the top-level structure
that houses all other folders and documents within the system. It is the foundational layer
where subfolders and documents are organized in a hierarchical manner. This structure
allows users to set permissions and visibility rules, ensuring that only authorized users can
access specific folders or documents.
To create a Root Folder, follow the below steps:
1. Navigate to Files > Root Folder
2. Fill in the following details
Fields
Explanation
Data Type
Folder Name*
The name assigned to the root
folder, which will be used as its
unique identifier within the
Files module. This is a
required field.
Text (Alphanumeric)
Tag
Keywords or labels associated
with the folder to help in
categorizing and searching for
it more easily within the
system.
Text (Comma
Separated)
Description
A brief description of the
folder's purpose or contents
that provide additional context
for users who access it.
Text (Multiline)
Moderation Required?
Checkmark to allow whether
any changes can be made to
Checkbox (Yes/No)
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the folder (e.g., adding or
deleting files).
Approver*
The name of the person
responsible for approving
actions or file modifications
within the folder. This field is
mandatory if moderation is
required.
Dropdown / Text
(Lookup)
Folder Size*
The maximum storage size
allocated to the folder, defining
the total amount of data that
can be stored within it.
Numeric (MB/GB)
Trigger Threshold*
A predefined limit that, when
reached, triggers alerts or
actions, such as notifications
to users or administrators
about nearing the folder's
storage capacity.
3. Click Submit.
17.3 Set Parameter
The Set Parameter function in the Files module allows administrators to define key
configuration settings that affect document storage. Through this function, users can adjust
parameters such as file size limits, permissible file types, and storage paths, tailoring the
module to align with organizational policies. This flexibility allows for better control over
storage capacity and ensures compatibility with various document types used within the
organization.
To set parameter for a file, follow the below steps:
1. Navigate to Files > Set Parameter
2. Fill in the following details:
Fields
Explanation
Data Type
File Data Store Path*
The directory path where all
files will be stored by default
within the system. This is a
required field and defines the
Text (Path Format)
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main storage location for
uploaded files.
File Data Store Size*
The maximum storage
capacity allocated to the file
data store, setting the upper
limit for how much data can be
stored overall within the
system.
Numeric (MB/GB)
Default Folder Size*
The standard storage size limit
assigned to each folder by
default, which can be adjusted
for specific folders if needed.
Numeric (MB/GB)
Default Briefcase Size*
The standard storage size limit
for each user’s briefcase or
temporary storage space.
Numeric (MB/GB)
Threshold Percentage*
The storage usage percentage
that, when reached, triggers
alerts or warnings to notify
administrators of nearing
capacity limits.
Numeric (%)
New / Updated File Display
Period
The time duration (in days) for
which newly added or updated
files are highlighted or
displayed as "new" in the
system.
Numeric (Days)
Max File Size
The largest file size that can
be uploaded to the system.
This helps to control file sizes
and manage storage
resources effectively.
Numeric (MB/GB)
3. Click Submit.
17.4 Default Directory
The Default Directory serves as the predefined path where uploaded documents are initially
stored. It provides a central location for newly uploaded files, allowing users to easily locate
and move them to specific folders later if needed. This setup is particularly useful for quick
uploads, enabling users to handle documents efficiently without having to specify a unique
path every time.
To create a new default directory, follow the below steps:
1. Navigate to Files > Default Directory
2. Click Add New
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Fields
Explanation
Data Type
Module
The specific module within
In4Suite (e.g., Sales, Finance,
Engineering) to which the
default directory will be linked,
ensuring that files are
organized by function.
Dropdown
Entity
The project, sub-project, or
specific business entity
associated with the default
directory, enabling
organization of files based on
the relevant entity or project.
Dropdown / Text
Map to Folder
The target folder within the
directory where files for the
selected module and entity will
be stored.
Text (Folder Path)
3. Click Submit
17.5 Email Configuration
The Email Configuration setting in the Files module allows users to set up and manage email
notifications related to file activities, such as uploads, approvals, or permission changes.
To configure email, follow the below steps:
1. Navigate to Files > Email Configuration
2. Enter the following details.
Fields
Explanation
Data Type
Sender Email ID*
The email address that will
appear as the sender for
notifications sent from the
system.
Email
User Name*
The username associated with
the sender's email account,
which is required for
authentication with the email
server.
Alphanumeric
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Password*
The password for the sender's
email account, enabling
secure login to the email
server for sending messages.
Password / Encrypted
Server Name (SMTP)*
The Simple Mail Transfer
Protocol (SMTP) server
address used to route emails
from the system, necessary for
sending outgoing messages.
Text
Port No*
The port number for the SMTP
server, which is required to
establish the connection for
email transmission, often using
ports like 587 or 465.
Numeric
Display Name*
The name displayed in the
recipient’s inbox alongside the
sender email, providing
context to recipients about the
source of the email.
Text
SSL Enable*
A setting to enable or disable
SSL (Secure Sockets Layer)
encryption for the email
connection, enhancing security
by encrypting emails sent from
the system.
Dropdown (Yes/No)
3. Click Submit.
17.6 Move Files
The Move Files feature provides users with the ability to reorganize and relocate files within
the Files module. This function is essential for adjusting file organization as projects evolve
or department needs change. By allowing authorized users to move documents across
folders, the module supports dynamic file management without compromising data integrity.
To move files, follow the below steps:
1. Navigate to Files > Move Files
2. Add the following details:
a. File Source (the original location of the file)
b. File Destination (the target location to which the file or folder will be moved)
3. Click Move.
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17.7 Reports
17.7.1 Files Details
17.7.2 Folder Approver Details
17.8 Alerts
The Alerts feature provides real-time notifications for critical document-related events, such
as file uploads, deletions, access attempts, or approvals. Alerts can be configured to inform
users or administrators immediately when certain actions are taken on key documents,
helping to maintain accountability and security.
1. Navigate to Files > Alerts
2. Click on SetUp Email/SMS
3. Enter the following details
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Fields
Explanation
Data Type
Email User Name
The username for the email
account used to send alerts,
which is necessary for
authentication with the email
server.
Alphanumeric
Sender Email
The email address that will
appear as the sender of the
alert messages, ensuring
recipients recognize the
source of email notifications.
Email
Email Password
The password for the sender’s
email account, which will allow
secure access to the email
server for sending alerts.
Password / Encrypted
SMTP Server
The Simple Mail Transfer
Protocol (SMTP) server
address, which directs
outgoing email alerts to
recipients.
Text
Client Port
The port number required to
establish a connection with the
SMTP server for email
transmission, typically a
standard port like 587 or 465.
Numeric
Display Name
The name shown to recipients
in their inbox alongside the
sender’s email, that will give
context to the source of the
alert emails.
Text
SMS URL
The URL endpoint for the SMS
gateway or service provider
that will send the SMS alerts,
which will allow the system to
integrate with SMS services for
notifications.
URL
SMS User
The username required to
authenticate with the SMS
gateway, which enables
access to the service for
sending SMS alerts.
Alphanumeric
SMS Password
The password for the SMS
gateway account, providing
secure authentication for the
system to send SMS
notifications.
Password / Encrypted
SMS Sender
The sender ID or name
displayed on the recipient’s
device when they receive an
SMS alert. This indicates the
source of the message.
Text
SSL Enabled
A setting to enable or disable
SSL (Secure Sockets Layer)
Dropdown (Yes/No)
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encryption for the email and
SMS connections.
4. Click Submit.
17.9 Move File Location
The Move File Location function enables users to transfer files to different storage locations,
either within the system or to external drives, depending on organizational needs. This
flexibility allows users to manage storage resources effectively and optimize space in the
Files module. Moving file locations can also help archive older files or reassign documents to
new project folders as required.
17.10 Transfer Rights
The Transfer Rights feature enables the reassignment of file access permissions from one
user to another, particularly useful during role transitions or changes in project
responsibilities. By allowing users to transfer rights, this feature ensures continuity in
document access and avoids disruptions in workflow. It is also essential for security, as it
prevents former employees or individuals who no longer need access from retaining file
permissions.
