Files
File library and file areas
Two things with similar names:
| What | Who | |
|---|---|---|
| File library | The overview of all files of the instance, under Libraries › Files | Status 9 |
| File area | A tile in the layout (input form) that shows the files of one object according to a filter | Everyone who can see the layout |
The file library
All files of the instance, regardless of project and object.
Search and filters
| Filter | Values |
|---|---|
| Search box | Name, keyword, creator, path |
| Kind | All kinds or a file type |
| Extension | All extensions or a specific one |
| Keyword | All keywords or a specific one |
You can sort by relevance, name, size, upload, resolution, kind and usage. Unused only shows only files that are not used anywhere. The Tile size can be set with a slider. Next to the heading Files you see the number and total size of the files shown (n files · size). Each tile gives the name, file type, size, pixel dimensions and, on the right, how often the file is used.
Usage display
Show usage lists where a file occurs:
| Entry | Meaning |
|---|---|
| In fields | Image and file fields that refer to it |
| Directly on the object | Assigned to the object without being in a field, for example through a file area |
| Directly on the project | Assigned to the project |
| As plan graphic | As the graphic of a plan in the wall planner |
| Used as a hotspot in | As the detail shot of a hotspot in the image studio |
Before you delete, this is the reliable answer. A file without any use can be deleted without consequences. Deleting a file that is in use leaves a gap in every place listed.
Maintenance
| Button | Effect |
|---|---|
| Check for missing image previews | Looks for images without a preview and puts them into processing |
| Check for missing document previews | The same for PDF and Office documents |
| Reclassify file types and generate missing previews | Reclassifies files without a recognised kind, for example AVIF, HEIC or camera raw files uploaded before release v1.4.23, and creates their previews |
You need this after a server move or when a processing run was interrupted. A file without a preview cannot be embedded in an export.
File areas
A file area is a tile in the layout . It shows all files of the object that match its filter.
Settings
Three lists that apply together (AND):
| List | Example | Within the list |
|---|---|---|
| File types in this region | Image, Image (raw), Vector graphic, PDF document, Audio, Video, 3D model, Other file | One type is enough (OR) |
| Keywords in this region | Zustand Eingang, Rechnung | The file carries all of them (AND) |
| File extensions in this region | pdf, docx, zip | One extension is enough (OR) |
An empty list does not restrict anything. An area with the type PDF document and the keyword Rechnung (invoice)
shows all PDF invoices of the object. Areas are set up in the layout editor .
Files from image and file fields
An area also shows the files that are in image or file fields of the object, but only from fields you are allowed to read. A file that sits only in a field hidden from you is missing from the area, and its transcript and recognised text are not available to you either. If the same file is also linked directly to the object, everyone who may read the project sees it. How to grant permissions on fields is described under Grant access .
Uploading and attaching set the keywords
A file that is dragged into an area with keywords, or loaded into it with Upload, gets these keywords after the upload. The same applies to a file attached from the library. Capturing and categorising thus become one step. The keywords are on the file and therefore apply on every object it is attached to.
Attaching a file from the library
A file that is already in the library is attached to the object with Attach file from library: the paper clip in the head of the area, or the same entry in its menu.
| Part | Effect |
|---|---|
| Search | Searches all files, not only the ones already loaded |
| Add filter | Narrows down by keywords, path, copyright, rights holder, creator, kind and extension. Within a filter one of the chosen values is enough; several filters apply together |
| Across projects | Shows the files of all projects you may read. The name is then followed by the project the file comes from |
| Grid | Loads more as you scroll. Files already in the area are left out; the area’s file type and extension narrow down the choice |
| Attach (n) | Attaches the chosen files and adds the area’s keywords |
The selection is kept while you search, filter and switch. If you do not have write access to a file, it is attached, but its keywords are not added; the message says how many files this affects.
Detach from object
A right-click on a file in the area opens its menu with Regenerate file derivatives and Detach from object. Detaching removes the file from the object, not from the library. On other objects and in other projects it stays as it is.
If the file is in image or file fields of the object, the dialog lists these fields. They are cleared as well when you detach. If you lack write access to one of these fields, everything stays as it was, and the message names the fields. A file can only be deleted completely in the file library, see Usage display .
In Word templates
A template sees all files of the object, whichever area they appear in. The division into areas applies only to the interface. In the template you filter yourself, usually by keyword. How is described under Template variables .
File roles
File roles such as Hauptbild (main image), Katalogabbildung (catalogue illustration), Volltext (full text) or Umschlag (cover) are keywords on the file. They apply on every object the file is attached to; there is no role for a single object only. Which file roles exist is set by the administration under Data model › Link types, in the library Files. The list counts the files with each role’s keyword (n files). File roles have no permissions of their own: whether someone may see a file is governed by the project.
File roles take effect in these places:
| Where | Effect |
|---|---|
| File dialog, Keywords | The role is on the file like any keyword. Below, In fields names the image and file fields the file is in |
| File area | An area with a role’s keyword shows the files of this role and sets it on upload and attach |
| Image and file field | If a role is assigned to the field, Select file opens with the switch Only followed by the name of the role: first the object’s files with this keyword. A click on the switch shows all. The field writes nothing to the file |
File roles are something other than the file types such as Image or PDF document, which Moliri determines from the extension on upload.
A condition report needs two areas, Eingang (arrival) and Ausgang (departure), not twenty image fields. An area grows with the number of photos.
Further reading
- Upload : drop targets and states
- Layouts : where areas are set up
- Configuring files : the file role of a field
- File export : handing out files by filter
- Supported formats