MICAD IPR 3.6 FileStore

Introduction to IPR 3.6 FileStore

IPR 3.6 is a property management system that allows for the collaborative exchange of drawings and other documents that relate to the built environment.

For the past 20 years, the interchange of files used a secondary process called FTP (File Transfer Protocol) to upload and perform file management. Once the files are placed on the server hard disk, a secondary publishing action was then required to add the files to the IPR software.  Many users found the dual transaction process to be challenging and laborious. 

Today, FTP technology is legacy and requires IT support during implementation and approval to clear information governance. 

IPR 3.6 has a replacement for FTP; with a new Micad technology we named FileStore.  FileStore swiftly combines file transfer and publishing actions as one transaction and still provides the management tools required to create well-ordered disk content without IT contention or involvement. 

FileStore logs all disk files which means systems upgraded from IPR 3.5 do not need any special preparations or changes their existing file system.  Once complete, publishers will be able to fulfil their long-awaited disk housekeeping desires without any fear of breaking links to IPR.

FileStore Features

The new FileStore gives you the ability to manage your files with drag-and-drop functionality from your desktop browser to the IPR in one process.  Your files are uploaded to the cloud and immediately published to IPR locations and folders.

You can now simply create IPR user accounts and invite colleagues to view and collaborate, you can organise folders and set permissions into your own collections without the need for the Micad support team to create FTP accounts. 

No more file dumping grounds and broken links!  FileStore’s novel approach file management understands that any given file could be linked up and published in IPR.  FileStore provides built-in integrity for folder and files copy, move and rename actions.  Files may be published in more than one location or module within IPR so a closely guided delete action safeguards broken links and orphaned IPR entries.  File overwrites are error trapped and each disk management action triggers the associated corrective database change.  What that means is, if you rename a file or folder in the FileStore, all the corresponding links in the IPR are updated automatically.

IPR 3.6 now has its own file attributes.  You can now find where a disk file is published within IPR.  This new insight improves document exchange productivity, particularly helpful to those familiar with publishing updated document versions.  By the same means, it is now possible to identify stored files that are not be published in IPR.

Friendly file types. We have provided greater freedom to store files and share folders in IPR 3.6, so we whitelist files that complement everyday working documents.  Conversely, we also safeguard against unfriendly content such as executables, scripts, applications or code that might be harmful in any way.  You may notice that FileStore uploader blocks unfriendly files with its Intelligent Content Management filtering.

Publishing

There are two different ways to publish documents. You can drag and drop documents from Windows Explorer to or click the icon.

You can drag an item from Windows explorer on your own PC and drop this on the Publish files Icon. 

The following popup then appears with the File name, File Date, Description (This can be edited in the field).

If you click on FileStore (in the red box above) it will take you to the screen below where you can choose the location to save your file and then click submit. If you don’t select a folder, it will save in the root of your allowed folder. To select the Discipline of the document, click on the dropdown list and select the appropriate discipline.

If you click Show next to Optional fields it displays Expiry date and Keywords if you wanted to add these. Then Click Submit to add the file.

You can add multiple documents at the same time by dragging and dropping multiple documents onto the ‘Publish Files’ icon. The image below shows a screenshot of multiple files being added. You can set the FileStore folder path and then click Cascade this will then copy the path to all files you want to publish. This can also be done with the Discipline.

You can add another file if you click browse and then pick the file you would like to publish.

You can also right-click the Publish files icon and publish files from your computer or from the FileStore.

Publish files from your computer

This opens a Windows browser window to select which file(s) you would like to upload. The Publish Files popup then appears like previously.

Publish files from the FileStore

Files that have previously been added to the FileStore can be selected by ticking the tick box and then clicking submit this will then Publish the file(s).

Adding a File from the FileStore to a Location

To add a document to a location where there are already documents in the location you can quickly add others by clicking on the Show menu if the FileStore folders and files are not showing. If you then drag and drop the file from the FileStore on top of any document.

You will then see a blue outline around the current document and you can drop the file.

Like previously publishing a file the below popup appears so fill in the appropriate fields and press Submit.

You will now see the newly published document at this Location.

Viewing FileStore Files

You will see this menu bar on the right-hand side of the page. If you click on this it will expand and display the full content that you can see in the FileStore like FTP. Below Left shows the folders and files. Below right shows the folders and files with the subfolder expanded.

                                                                                                                                                               

                                   

Replacing a Published Document

To replace a Published document with a newer version of the same name you can drag and drop from your desktop onto the current document.

The Publishing files popup appears with a warning stating that you are replacing the current document with the newer version. So, you would fill in the fields you required and click Submit.

You can save this to another folder in the file structure so you can have both files.

Obviously, you could delete the file and then replace this with the newer file like IPR 3.5.

Managing files and folders in the FileStore

Open the FileStore on the right-hand side of the page. Then click on Manage.

This then gives you a list of all your files and folders you have access to.

Managing files

When you right-click on a File you get the following options (left screenshot). Published details…, Rename file, Move file, Copy file and Delete file.

Publishing Details: This gives information about where a file is published.

Rename file: A file can be renamed in the FileStore.

Move File: A file can be moved between any folders in the FileStore that you have access to. If you want to move a file into a subfolder just click on the folder and then submit.

When a file has been published and you move the file to another folder NO links are broken anymore.

Copy File: A file can be copied to any subfolder in the FileStore that you have access to. Click on a subfolder to copy to and then submit.

Delete File: If you want to delete a file it will display if a file is published and if so where its published.

Managing Folders

You have the ability to Rename Folder, Add sub-folder, Move Folder, Copy folder, Create an alias for the folder and Delete folder.

Rename folder: You can rename a folder from inside the FileStore.

Add subfolder: You can create a sub-folder from within a folder.

Move Folder: A folder can be moved between any folders in the FileStore that you have access to. If you want to move a folder into a subfolder just click on the folder and then submit.

When a file has been published and you move the folder into another folder the IPR records are updated to reflect this - NO links are broken anymore.

Copy Folder: A folder can be copied to any subfolder in the FileStore that you have access to. Click on a subfolder to copy to and then submit.

Create an alias for folder: This is to create a location on the FileStore that a certain user or users can access.

Delete Folder: If you want to delete a folder it will display if a file is published from that folder and if so where it's published, so you don’t delete by accident.

Assigning home folders for users using FileStore Alias

To set assign users with an alias first go to Administrate and then click on ‘Manage FileStore aliases’.

Below shows the Manage FileStore aliases screen and this displays the aliases already created, how many users have access to each alias, the UNC (Location on the server) and the URL (URL to the location).

You can also add another FileStore alias at the top of the screen if you click on the link ‘Add FileStore alias’ and this is set up the same as previously. Alias names can also be edited here just click submit and the new name is saved. To remove an alias just click remove and this will delete it.

If you then click on ‘User alias assignment’ which is under ‘Administrate’ on the left menu, this will then display all users and the alias associated with that user (Below). If you click on the drop-down list, you can select what alias a user can see. The default is set to ‘Please choose’ which means no access to use the FileStore. For a user to have full access to all folders select ‘root’ as their alias. Again ‘Add FileStore alias’ at the top of the screen will let you create a new alias as shown earlier.