File Inventory

Users with Editor and Publisher roles may access a submission's file inventory by clicking the File Inventory link that appears in the submission's Action column (in most folders). The File Inventory page lists all submitted source files for the current revision of the submission.

Users with associated permissions may perform a variety of actions from this page, including:

• Download submission files from the inventory
• Download, upload, replace, or hide companion files
• Apply color-coding to companion files
• Edit data associated with files (submission items)
• Rename companion files using a file reference

On publication sites with production-tracking functionality enabled, a Preview link displays for image files. Click the link to view the image in a pop-up window.

Download submission or companion files

To download an individual file:

Click the Download link in the file's Action column.

To download multiple files as a zip file:

1. Select the files to download:
   • Check the box in the left column next to the item(s) to select OR
   • Click the Check All icon in the left column of the Submission Files section AND/OR
   • Click the Check All link in the left column of the Companion Files section
2. Click the Download Selections as Zip File button.

Depending on permissions and publication configuration, a user may have the option to rename files at download using a file reference. See Use File References to Rename Files.

Manage companion files

Companion files included with the submission may be uploaded, replaced or hidden (made unavailable).

To upload a companion file:

1. Click the Upload Companion Files button.
2. Select the file to upload:
   • Click the Browse button to choose a file from your local drive OR
   • Use the Drag & Drop feature to drag the file from your local drive.
3. Provide information about the file as needed:
   1. Item: Use the drop-down menu to select an item type.
   2. Description: Use the text box to enter a description.
4. Click Proceed (to return to the File Inventory page).

The file is added to the companion files list on the File Inventory page.

To replace a companion file:

1. Click the Replace link in the file's Action column to open the Upload Companion Files page.
2. Select the file to upload:
   • Click the Browse button to choose a file from your local drive OR
   • Use the Drag & Drop feature to drag the file from your local drive.
3. Provide information about the file as needed:
   1. Item: Use the drop-down menu to select an item type.
   2. Description: Use the text box to enter a description.
4. Click Proceed (to return to the File Inventory page).

To hide a companion file:

1. Click the Hide link in the file's Action column.
2. Click OK in the confirmation pop-up window.

The file appears in a grayed-out Hidden Companion Files section at the bottom of the File Inventory.

To restore ("un-hide") a companion file:

1. Click the Restore link in the file's Action column.
2. Click OK in the confirmation pop-up window.

The file appears in as active in the Companion Files section.

Color coding for file handling

Publications may define color coding for companion files to allow them to be easily identified and to make file handling more efficient. The color applied to a companion file can be changed in the file inventory.

To change a companion file's color coding:

1. Click the Change link in the file's Color column to open a pop-up window.
2. In the Change Color Code pop-up window, use the radio button to select a color from the publication-defined list.
3. Click Submit.

Edit file metadata

Publications may define metadata fields to capture information about the files. These metadata fields may be assigned by Submission Item Type to both submission and companion files. Users with permission to edit this metadata see an Edit Data link in the Action column for files configured with metadata fields. The Edit Data link appears in red when a metadata field is configured as required.

To edit file metadata:

1. Click the Edit Data link. This opens the Edit Data pop-up window.
2. In the pop-up window, enter or edit data in fields as needed.
3. Click the Save changes button when finished.

 

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