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Chapter 4. Folders and Files > Publishing Files

Publishing Files

You can publish one file or a group of files to a project site for a client to review or approve. If you're publishing a single file, it can be any type, whether it's a Microsoft Excel spreadsheet or a GIF image. If you're publishing a group of files as a set, the files must be in HTML, Flash, or some other format that will allow clients to navigate through the files in their browser after clicking a single link to the set of files.

When you publish a file or a group of files to the project site, their names appear in the document list you chose. In many cases, you'll publish a file after completing a task assigned to you to prepare the file. You will often link the created file to the task assignment.

To publish a file or group of files to a project site:

1.
Locate the file you'd like to publish, in any of the following locations:

  • If the file you'd like to publish has already been linked to a task, you can find the file in the Linked Content module on the task's details page (Figure 4.28). Navigate to the details page for the task related to the linked file.

    Figure 4.28. If the file you'd like to publish is linked to a task, you can navigate directly to the file details page from the task details page.


  • If the file you'd like to publish has not been linked to a task, but the folder containing the file has been linked to the project, you can easily locate the file by opening the linked folder from the Project page. Do that by clicking the folder's name in the Folders module at the bottom of the page (Figure 4.29). The File Explorer opens to the linked folder (Figure 4.30). Navigate to the file you'd like to publish.

    Figure 4.29. If the file you'd like to publish is inside a folder linked to a project, you can get to the file quickly by clicking the folder's link in the Folders module.


    Figure 4.30. The linked folder opens in the File Explorer, where you can locate the file you'd like to publish.


  • If neither the file you'd like to publish nor the folder containing the file has been linked to a task or project, you'll need to locate the file through the File Explorer. Click the Files button in the main navigation bar. The File Explorer opens. Navigate to the file you'd like to publish (Figure 4.31).

    Figure 4.31. You can always get to any file on the server through the File Explorer, regardless of whether the file is linked to a task.


2.
Select the file you found in step 1 by clicking the check box to the left of the file's name.

3.
From either the File Explorer or the Linked Content module, click the Publish icon (Figures 4.32 and 4.33).

Figure 4.32. Select the file and click the Publish icon.


Figure 4.33. Clicking the Publish icon in the Linked Content module has the same effect as clicking the icon on the File Explorer.


4.
The Publish Files page opens. Enter the information about the file you are publishing. Information in the fields with an asterisk is required (Figure 4.34). For details about each field, read the notes below.

Figure 4.34. The Publish Files page lets you publish files to the project site for client review.


*Project Site— Choose the appropriate project site from this pull-down menu of project sites when you publish the file.

Document List— Publish your file to a category from a pull-down menu of the document list. A document list groups related files on the project site into organized lists. The default list categories are Comps, Diagrams, Requirements Docs, Specifications, and Proposals; the administrator can change these to values more suited to your organization. The file you're publishing will be listed alongside the other documents in the category you choose here.

Expire Date— You can choose a date by which the published file will expire. After a file expires, it no longer appears on the project site.

*Visible— Choose Yes or No to determine whether the file will be visible on the project site. A Yes value makes the file visible to client users and normal users visiting the project site. A No value means that the file will not appear in the document list you chose above.

List of Files to Be Copied— If you're publishing just one file, the name of that file appears. If you're publishing more than one, the entire list of those files will be displayed (Figure 4.35).

Figure 4.35. The List of Files to Be Copied displays the files you are publishing.


*Choose Which File to Link— Choose the file to link to from the pull-down menu (Figure 4.36). If you're publishing just one file, its name will be displayed and you won't need to adjust this field. If you're publishing a set of files—usually a Web site or part of a site—you need to choose the file that opens when the client user clicks the link in the document list. Generally this should be the index or default document for the files that you are publishing. This file could be named index.html, default.asp, index.jsp, or something else, depending on how your system is configured. It's critical that the client user be able to navigate to the rest of the documents you are publishing from this file; otherwise the client user will not be able to view the related files.

Figure 4.36. If you're publishing more than one file, choose the one that will be linked to from the project site.


*Text Name of Link— This name will be the one displayed in the document list on the project site as a hyperlink to the document to download or display. Enter a name that distinguishes this document or set of documents from others that may appear in the document list (Figure 4.37). Remember that this name may need to age gracefully, so don't call it something like Tuesday's Comp, which could be confusing later.

Figure 4.37. The text name you entered will show up as the link to the file on the project site.


5.
Click the Save button. The Project Site details page for the project to which you publish the file opens with a green success notice at top. The Document List summary in the Module Availability module updates to show the new published file count.

Tips

  • When using the File Explorer, you can expand and collapse subfolders by clicking the expand and collapse icons.

  • If your administrator has configured more than one top-level or root shared folder for the server, you can choose another top-level shared folder from the Root pull-down menu. Only server folders shared by your system administrator will appear in that pull-down menu.


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