Shared Files

In order to view and download shared files, users must be assigned to a Role with the proper permissions in the applicable domain/category—Herd, Parlor, Feed, or General. Alternatively, they can have File Management permission, which grants them the ability to view, download, add, and delete shared files in any domain/category. Because of this, File Management permission should be granted carefully. See Edit Dairy User Permissions and Manage Dairy Roles for more information.

The Shared Files feature allows you to store important, dairy-related files in a convenient location, providing easy access to information such as herd data, parlor activity, and so forth. Shared files can be in any commonly used format (for example, XLS, DOC, or PDF). Plus, adding and downloading files is secure—every downloaded file is automatically scanned for security threats and every uploaded file identifies the user who added it.

You can find this feature under the Dairy menu.

On the Shared Files page, you can view a list of all the shared files in your dairy. You can download the latest version of the file directly on the page, or you can download any past version of the file from the shared file's side panel.

1

Shared File Tabs: Click on the tab for the type of shared files you want to display. The Shared Files page displays uploaded files in four different domains/categories: Herd, Feed, Parlor, and General (i.e., files not associated with herd, feed, or parlor data).
2

Add New File: You can add (i.e., upload) new shared files so that they appear in the Shared Files page. Learn more in Add Shared Files.
3

View Rows Per Page: By default, the screen shows up to 15 shared files, but this can be changed using the View Rows Per Page field.
4

Filename: The actual name of the file, along with its file type extension. Shared files can be in one the following file formats—PDF, CSV, XLS, XLSX, DOC, DOCX, PPT, or PPTX.

Click the column title to sort the files by File Name.
5

Title: The name of the shared file.
6

File Date: The day that the file was uploaded. (This is the default display for this column, unless it is overridden by a different value from the upload source.)

Click the column title to sort the files by File Date.
7

File Size: The size of the file. You can sort all the files by File Size.

Click the column title to sort the files by File Size.
8

Responsible: The name of the user who last uploaded or updated the file.
9

Download Status: Downloaded shared files are automatically scanned for security threats. The download status of a file displays as an icon at the far right of the file's row, and will be one of the following:

  • Pending: the file is waiting to be scanned
  • Quarantine: the file being scanned for security risks
  • OK: the file is ready to download. Click the button to download the file.
  • Infected: the file is infected and you may want to delete it
NOTE: Shared files that are in Infected, Pending, or Quarantine status cannot be downloaded. Also, any file that is determined to be infected should be deleted.

See Download Shared Files to learn more about downloading shared files.
10

Side Panel: Click on any shared file to bring up a side panel containing a list of the file's past versions, including the dates they were uploaded and by whom. You can download or delete any existing version of the file, or you can upload a new version of the file from this side panel.

In the side panel, you can use the left and right arrow keys on your keyboard to step through side panels for the next/previous shared files in the list. To close the side panel, click the X button in the top-right corner or press the Esc key.

You can add (i.e., upload) new shared files so that they appear in the Shared Files page:

When adding a new shared file, keep these points in mind:

  • Files can be added in any of the four categories (General, Herd, Feed, or Parlor).
  • Files must be in one of the acceptable file formats: XLS, PDF, DOC, PPT or CSV.
  • Files cannot exceed 10 mb.

To add a new shared file, go to the category where you want to upload the file (General, Herd, Feed, or Parlor), then click Add New [Category] File.

Drag and drop the file into the Add New File window or click browse to select the file you want to upload.

Enter a user-friendly title for the shared report, then click Add to finish adding your shared file.

To upload a new version of a shared file that has already been uploaded, select the file to open its side panel, then click Upload a new version of this file. From there, the procedure is the same as adding a new shared file (above).

Downloaded shared files are automatically scanned for security threats. The download status of a file displays as an icon at the far right of the file's row, and will be one of the following:

  • Pending: the file is waiting to be scanned
  • Quarantine: the file being scanned for security risks
  • OK: the file is ready to download. Click the button to download the file.
  • Infected: the file is infected and you may want to delete it
NOTE: Shared files that are in Infected, Pending, or Quarantine status cannot be downloaded. Also, any file that is determined to be infected should be deleted.

To download the most current version of a file from the Shared File page, click the download icon at the right side of the file's row. Alternatively, you can first open the file's side panel and then click the Download Shared File button.

To download a past version of a shared file, open the file's side panel, locate the applicable past version of the file in the File History section, and then click the download icon .

You can delete shared files so that they no longer appear in the Shared Files page:

To delete a current version of a file from the Shared Files page, click on the file to open its side panel. Click the delete button and in the confirmation window, click Yes.

To delete a prior version of a file, click on the file to open its side panel. Click the delete button for the applicable version of the file under File History, then click Yes in the confirmation pop-up window.

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