Files is a central repository of all files, irrespective of their associations to one another. Files allows you to search through all of the Files that have been loaded into your Gatekeeper interface, so that you can easily locate things.
Start by selecting the Files option from your left navigation menu.
In the main panel, you can now search for your file in a few different ways and find out where it was uploaded.
Searching the files
Possibly the easiest way to find a file is by name. If you remember what the file was called, or at least one word of the file name, you can enter the search term and hit Enter/Return on your keyboard.
In this case, I'll type in "9001" and I'm left with a single file. If I had multiple files with "9001" in the title, I'd be left with a list of files.
You can also search the name of the person who uploaded the file if you know that information but don't know what they called the file.
Filtering by expiry time
Another way to find your files would be to filter by when it will expire. Perhaps you want to see all files that will expire soon, or that have already expired. You can do so by using the time filters.
Your time filter options include:
- Overdue: items that have already expired
- 30 Days: items that will expire within the next 30 days
- 60 Days: items that will expire within the next 60 days
- All: the default of no time filter
The number in blue next to the button label is an indicator of the number of files that fall into each filter.
You can also expand the number of columns shown within the files page to include eSign related data.
Simply click on the Configure Columns button shown here:
Configure a persistent filter
You can create a persistent filter by clicking the Configure Sticky Filter button in the right hand corner of the screen.
In the window that appears you can configure your filter by
- File Type: the type of file based on your own customised list. You can select more than one option from the drop down.
- Added by: the name of the user who added the file. You can select more than one option from the drop down.
Once you've placed your settings, click Save and the filter will be applied. You can then also apply a time based filter and search within the persistent filter using the above methods.
Viewing file information
Clicking the + next to any file will show you details of the file, such as its description, who the Supplier is, or what Contract it belongs to.
In this case, I can see that my ISO certificate was added to the Cinergy Technology Ltd Supplier record.
Previewing a File
It is possible to preview files within Gatekeeper if they are saved as a pdf. All other types of files would first need to be downloaded and previewed in another application.
To preview a file or download it, click on the 3 dots at the end which will expose the relevant options. If the file is saved as a pdf then all the options below will be displayed. If it is in another format then the preview option will not be present.
Upload New Versions Of Files
You can upload new versions of core files if needed. All previous versions of the files will be retained and can be viewed or downloaded. A description field is also available to provide context for the newly uploaded version.
To upload a new file version, click the menu icon (three dots) next to the file and select "Upload new file version"
Select "Choose File" and upload a new version of the document before clicking "Submit"
Viewing File History
If multiple versions of a file exist, you'll notice an option to "View History" directly under the file name.
After clicking the "View History" button, a corresponding pop-up will display the full file version history along with the associated date and option to download.
Changing the item that a file is associated with
At this point in time, you'll need to delete and re-upload the file in order to change the item that the file is associated with.
You can remove files after clicking the three dots next to the name of the file and selecting Delete. Note that this action cannot be undone. Collaborators can only delete files that have been uploaded by themselves. Administrators can delete files uploaded by anyone.
Note: This option is not available for files uploaded via the Messages tab until the associated Message has been deleted.
Mark File as Master Record
Files associated with contracts can be marked as the Master Record for that contract. In addition, you can deselect a file as the master record and assign another file in its place.
1. Navigate to the Contracts area within your left side navigation panel and select the contract
2. From the Files Tab, click the menu (three dots) to the right of the appropriate file before selecting "Edit"
3. Then simply check the box labelled "Master Record" and then click "Update"
All files designated as Master Record documents will have a corresponding label.