Use File References to Rename Files

The File Reference feature allows a new name to be applied to a downloaded or transmitted file while leaving the file’s original name unchanged in the system. The File Reference feature has two intended purposes:

To give related files the same, or similar references; for example, multiple files relating to the same image (such as, for online and print use).
To allow users to rename files to a specific format; for example, including the manuscript number in the file name. The file reference provides the main body of the new file name, which is applied when the file is downloaded or transmitted to another system.

The system applies a new name by adding together three values:

File Reference (no file extension included): This is entered by a user with permission on the Define File References popup. The system may be configured to suggest a value.
Item Suffix (if configured): This is configured by Submission Item Type by the sytem administrator. This suffix enables users to differentiate between versions of files.
File Type: This is the file format extension that EM/PM identifies in the original file when it is uploaded). The File Type field is editable; this is helpful when a specific suffix for some file types (e.g., .tif/.tiff or .jpg/.jpeg) is required. The file extension is used in the creation of file names on download, transmittal, or export, where applicable.

Users (with applicable permissions) may view File Reference fields, edit File Reference fields, and choose to rename files on download based on the defined File Reference value when downloading files.

Define File Reference value

A Define File Reference section appears at the bottom of the File Inventory page. Tools in this section provide three options for choosing files:

Check the box next to the files (submission or companion files) to choose and click the Selected Files button: This enables the user to define File Reference values for only the selected files.
Click the Files with no Reference button: This enables the user to define File References for all files for which a reference has not been defined.
Use the drop-down list to choose a Submission Item Type Family: This enables the user to define File References for all files belonging to the chosen Item Type Family.

To define a file reference:

Use one of the three options above to select files and open the Define File References popup.

Enter the value in the New File Reference text box.
If necessary, enter a value in the File Type text box.
Click Submit.

After submitting, the defined value appears in the File Reference field on the File Inventory page.

Rename file at download

Users (with the applicable permission) are given the option to rename files on download. The system applies a new name using the defined file reference. (If the user does not have the applicable permission or the file does not have a defined file reference, the file download takes place without presenting the renaming option.)

To rename a file at download using the file reference:

Click the Download link next to the file name in the file list. This opens a pop-up dialog box showing the original file name and the new name based on the file reference.
In the dialog box, click the Rename file button. The file download proceeds.

The dialog box also provides a Use Original File Name button to proceed with the download without renaming.