/designer interface, the Documents tab allows you to manage the Knowledge Centers, Folders, and Files stored within the system, which are collectively referred to as Document Management.
Document Management is a fully-integrated collaboration solution that provides version control, user-rights management, and document search features. Specialized smart services in the Process Modeler allow you to easily generate and integrate managed files into your processes.
The Files, Folders, and Knowledge Centers that are used in your processes are represented in Appian using an ID number and a data type. This allows you to write rules and expressions that intelligently select or handle thousands of documents and folders, without suffering a commensurate performance penalty.
Document Management Folders are stored in Knowledge Centers. Knowledge Centers allow you to protect your files with security policies, search policies, change-review policies, file expiration policies, and access approval procedures.
Keep in mind that documents stored in your private Knowledge Center are restricted with High security. You'll have to add users and groups to the Knowledge Center in order to share any files that it contains.
To search for a Knowledge Center, or a Document, type its name in the search field.
Selecting a Knowledge Center opens the result in the Document Management interface.
Selecting a document prompts you to open or save the downloaded file.
The following Knowledge Centers return search results:
You may have to request access to a Knowledge Center that contains the file that appears in your search results. Such documents cannot be downloaded until you are granted access. The Administrator of the Knowledge Center will then grant or deny your access request.
|Upload a document||All users can upload files to their private Knowledge Center. Uploads to other locations require provisioning their user rights.|
|Starred Documents||All Knowledge Centers, Folders, and Files you select as favorites appear on the starred documents view, which is the primary view displayed for the Documents tab.|
|Managing Knowledge Center Content||Review and approve changes to high-security Knowledge Centers.|
|Usage Reports||View reports regarding the objects that exist in Appian Document Management, their usage, and the disk space they consume.|
In Document Management, all folders and files are stored in Knowledge Centers. By creating Knowledge Centers and granting access to other users, you can share files and collaborate with other users.
Top-Level Knowledge Center
Knowledge Centers created in the Application Designer. They can be searched for, but not browsed to, in document management pickers in
/designer and the process modeler.
See also: Knowledge Center Security.
Temporary Documents Knowledge Center
The Temporary Documents Knowledge Center is used to store system and process objects in transition. It can also be used for document storage by processes and users who are provisioned with rights for the Knowledge Center.
The Knowledge Center can be viewed by the Administrator user, by System Administrators, and by members of the Document Administrators group.
Files that are uploaded using the File form component are stored for a configurable number of days in this Knowledge Center, but they cannot be accessed or viewed from the user interface.
See also: Knowledge Center Security.
To move a Knowledge Center, a user must own the Administrator role for the Knowledge Center.
When a Knowledge Center is moved, the version history from the files in the Knowledge Center is preserved in the new location.
When a Knowledge Center has High Security (or if the Change Approval option was set to Yes when the Knowledge Center was first created) the following changes made by users must be approved by the Knowledge Center creator or a Knowledge Center Administrator when performed for the first time.
Whenever there are changes pending your approval, the changes are not posted until you have approved them. For example, if a user has uploaded a file, it is not visible in the Knowledge Center until you have approved it.
You automatically receive a notification whenever you have changes to approve or reject in a Knowledge Center.
Once you have approved/rejected user changes, users who made the changes do not receive any notification informing them of the status of their changes. The change is either made available, or not.
Approving Knowledge Center Changes as a Knowledge Center Administrator
Approved changes are made available immediately. Rejected changes are discarded.
A Knowledge Center's Expiration Duration determines how long a file can stay in a Knowledge Center before it expires. The default settings are mentioned above.
System Administrators and Knowledge Center Administrators can modify this setting.
One or more folders may be selected by clicking on the respective checkboxes within a Knowledge Center. The following toolbar options are also displayed:
|Add the selected folder(s) to your list of starred documents||The Star button, next to the folder name|
|View the parent Knowledge Center||Up one level|
|Download a Zip archive of the selected folder(s)||Download|
|View folder properties||Properties|
|Update access access rights for a folder||Security|
|Transfer a folder from its current folder to a new location||Move|
|Delete the selected folder(s)||Delete|
See also: Viewing Folder and File Properties
When you create a Document Management folder, the users who have access to a folder are inherited from the parent Knowledge Center.
You can set user rights for a folder after it is created by selecting it and clicking Security on the toolbar.
Clear the Inherit security from parent checkbox. Once this option is cleared, you can modify the access levels of the existing users, or remove users.
The access levels that you are allowed to select for the folder users are determined by their access to the Knowledge Center. The following are the rules on folder access levels:
These limitations on the permissible access levels are reflected in the buttons next to each user; access levels that are not allowed are grayed out and cannot be clicked. After the folder has been created, you can access the options to change Folder users/access by accessing the Folder Users/Access options in the Properties Console.
You can download the contents of an entire folder if you have permissions to access the folder.
Up to 5,000 documents and folders can be included in a ZIP archive.
You can move folders within Knowledge Centers if you are an Administrator of both Knowledge Centers (the source and destination Knowledge Center).
When a folder is moved, the version history from the files in the folder is preserved in the new destination.
All files contained in the folder must be deleted before you can delete the folder.
A file is any document that you upload to Appian. We use the terms document and file interchangeably.
Files are located in folders. Folders reside in a Knowledge Center. Files cannot be stored directly in Knowledge Centers; a folder must be used.
All documents uploaded into Appian Document Management have an ID associated with them. To find the ID of a document within a Knowledge Center, view the document's properties. Entering the number of a document within the text field on the left navigation allows you to download the document.
To upload a document, click Upload Document in the left navigation. A two-step wizard guides to select (confirm) the destination folder, and to upload to and the document(s).
You can only view the files, folders, and Knowledge Centers where you have at least Viewer rights. The Knowledge Centers that you can view are displayed within the left navigation.
For sub-folders and files, the following toolbar options are displayed:
|Download a Zip archive of the selected sub-folder(s) and/or file(s)||Download|
|Start a wizard to upload multiple files to the current folder||Upload|
|Upload a Zip archive of files (no larger than maximum file upload size) which is then unpacked into the folder. Any folder in the Zip is added as a sub-folder. If a filename contains an illegal character, it is replaced with a hyphen (-). For example, the filename marketing;planning.doc would be uploaded as marketing-planning.doc.||Bulk Upload|
|View the parent folder||Up one level|
|Create a new sub-folder||New Folder|
|Upload a changed version of the file||New Version|
|View document properties||Properties|
|Transfer a file or folder from its current folder to a new location||Move|
|Remove the selected sub-folder(s) and/or file(s) from the system
See also: Viewing Folder and File Properties
To upload a file, complete the following:
\ / ; : | ? ' < > *
The Upload New Document Wizard allows you to select up to ten files to upload at a time. The Pick Files dialog displays fields to select between one and three files initially.
To upload ten or more files, complete the following:
NOTE: Any illegal characters used in filenames by files in your ZIP archive are replaced with hyphen (-) characters upon upload.
You can transfer a file from its current folder to a new location. The history of previous versions is retained.
To move a file, complete the following:
Alerting Users to the New Location
If you need to notify users about the new location of the file, view the file in its new location, select its checkbox, and click Send Link.
To rename a file as a Knowledge Center Administrator, complete the following:
To rename a file as a Knowledge Center Author, complete the following:
Only users in the Document Administrators group or users who have Administrator or Creator rights to a folder can delete files from it.
To delete a file, search for select the file, then click Delete.
Files stored in Document_Management are managed using version control, which keeps a copy of the prior file versions when a new version of the file is uploaded.
Once there is more than one version of a file, a number appears in the version column for the file, indicating how many versions exist.
To view a previous version of a file, complete the following:
When more than one version of a file exists, you can delete any of the versions from the list. This includes the current version, original version, and any previous versions.
Deleting the current or original version removes the file from the available downloads, but the file still exists in the system. Deleting a previous version removes that version completely from the system.
To delete a version of a file, complete the following:
By default, files in the System Knowledge Center and My Private Knowledge Center expire after 9999 days, files in the Temporary Documents Knowledge Center expire after one year (365 days), and files stored in all other Knowledge Centers never expire.
After a file expires, viewers and authors of the file cannot access it unless the file is reinstated.
System Administrators and Knowledge Center Administrators can view expired files.
If one or more files in a Knowledge Center have expired or are within 14 days of expiring, a button appears on the Knowledge Center's toolbar next to Expiration Duration indicating the number of files expired or soon-to-be expired. For example, 27 Expirations .
Click this button to view a list of these files, and select a file from the list to open it.
System Administrators and Knowledge Center Administrators can also reinstate an expired file by resetting the upload date to today.
To reinstate a single file, open the list of expired files as mentioned above, select the checkbox next to the file, and click Reset.
To reinstate all files within a Knowledge Center, you can reset the Expiration Duration to a longer duration; however, this affects all files in the Knowledge Center AND the original upload date is still used on each file.
Even though expired files are not accessible by viewers and authors, they are still a part of the system.
To delete an expired file, open the list of expired files as mentioned above, select the checkbox next to the file, and click Delete.
Appian Report Files (.ARF) are stored in Document Management.
When the link to the report file is clicked, you have the option to open or save the file.
Click the (View) link next to a report to open the report for viewing within the system.