How to apply it (User Guide) - iks-gmbh-tools/Fileman GitHub Wiki
Creating a new user
There are 3 types of users:
- Readers can view and download files.
- Writers can view, download, upload, edit and delete files.
- Admins can perform all operations on files and also manage (i.e. create, edit, delete) users.
To create a new user, you have to login with an Admin account. Per default, there is the standard admin user "Salomon", which initially does not need a password. After login, you need to select "Users" in the "Display" select box in the menu bar (this option is only available for Admin users). Then you can click on the "+" icon in the menu bar to open the "Details of new User" dialog. In this dialog, you can type in the user name and password (incl. repetition), select the role and optionally select a user avatar. After clicking on "Save", the new user gets created and is directly visible in the user list.
Hosting a new file
To upload a new file, you need to login with a Writer or Admin account. There is a standard writer account "Pete", which initially does not need a password. After login with a writer account, you can click on the "+" icon in the menu bar to open the "Details of new File" dialog. (When logged in with an Admin account, you have to make sure that "Files" is selected in the "Display" select box in the menu bar.) In the file upload dialog, you can select a file from your local file system and give it a name and an optional description. (The "immediately active" flag is not relevant for new files, see "Switching between file versions" below for more details.) After clicking on "Save", the file gets uploaded and is directly visible in the file list.
Viewing files
There are 3 different layout types:
- In the list layout, all files are displayed below each other, with the action icons (download, edit, ...) shown left to the file name in the same line. Details of a file can be seen in a tooltip when hovering over the file name.
- In the table layout, the files are also displayed below each other, but in a table format, where all details of the files are directly visible. It is also possible to use the table column headers for sorting. The action icons are not directly accessible, but appear in a popup when the "open action menu" button for a specific file is clicked.
- In the tiles layout, the files are displayed in a grid layout with up to 5 tiles per row. Within each tile, a preview of the respective file (e.g. text or image, depending on the file type) can be seen. The action icons are directly accessible on the left side of each tile, displayed below each other. A tooltip containing the file details appears when hovering over the file name or preview.
Switching between file versions
For uploading subsequent versions of the same file (by re-selecting a file in the "Edit" view, which can be accessed by clicking on the "Edit" action icon for a file), there are 2 things to consider:
- When in the "Edit" view, you can directly set the check box for "Immediately active". Then, the new file version directly becomes the active version of the file after clicking on "Save". Otherwise (if "Immediately active" is not checked), the old file version will stay active for the moment. "Active" in this context means that this is the version that will be targeted by all viewing and downloading actions for the file.
- When clicking on the "Show history" action icon for a file, a list containing all previously uploaded versions of the file is displayed. In this list, it is possible to change which of the file versions should be the active version.
Downloading files
Files can be downloaded in 2 ways:
- manually: after login with a user (all user types) by clicking on the "Download" action icon in one of the file layouts.
- automatically: from another application. Details about the integration with another application are given in the Architectural Guide.
Managing file groups
Admin users can manage file groups by selecting the "File Groups" option in the "Display" select box in the menu bar. Adding and editing file groups works analogously to adding and editing files and users. When creating a file group, a name has to be given, otherwise the file group can either be created empty or contain any number of files that have already been uploaded. One or multiple of these files can be selected in the "Files" multi-select box, which is part of the new/edit view for file groups.
Managing the assignment between files and file groups can be done from both sides, either from the file group configuration or from the file configuration. While the file group configuration is only available for admins, writers can also edit the assignment from the file configuration side. This can be done by selecting one or multiple file groups using the "File Groups" multi-select box in the new/edit view for files.
As soon as any file groups have been created, those file groups can be used for filtering and grouping the file view. For this, an additional filter bar appears in the file view (only if any file groups are present). In the filter bar, either "No grouping" can be selected, so that all files will be displayed as previously, or any number of existing file groups can be selected, which will then be displayed below each other in the file list, each with all files contained in that file group. Therefore, as files can be assigned to multiple file groups, it is possible that a file is displayed multiple times in the view (if multiple of the file groups containing the file are selected at once). Files that are not part of the selected file groups are not displayed.
Managing tenants
Admin users can manage tenants by selecting the "Tenants" option in the "Display" select box in the menu bar. Adding and editing tenants works analogously to adding and editing files, users, and file groups. To define a tenant, only a name is necessary, so the adding and editing views only contain a single input field for the tenant name.
Initially, no users are assigned to a newly created tenant (also not the admin user who created the tenant). Assigning users to tenants is done in the user configuration ("Users" option in the "Display" select box). There, in the new/edit view for users, one or multiple tenants can be selected in the "Tenants" multi-select box. Only if a user has been assigned to a tenant, the user can login for that tenant and view the data linked to that tenant.
Files and file groups are tenant-specific, i.e. if they have been created for a specific tenant, they can only be accessed by users who are logged in for that tenant. In contrast, users and tenants are not tenant-specific, so when an admin user is viewing these data, the displayed data items are not dependent on the tenant that the user has chosen for the login.