Introduction

With File Packages, you can gather files and/or published entries into a single package, and distribute it as a whole to room members and/or external recipients via email. Here you can:

• create static or dynamic file packages
• add files and published entries across rooms in the community, via a clipboard
• distribute a package to internal members and/or external recipients, with time-limited access
• keep track of who the package has been distributed to, and who has downloaded it
• undistribute a package and make it available for editing again

File Packages is available to all customers. The feature is off by default, but any room/project administrator can enable it for a folder via the folder settings.

Below you'll find a short user guide for what you can do with file packages.

User guide

Activate file packages for a folder

File packages are activated under settings for an active folder (with or without workflow), in the File Package tab. Here you choose:

• Package type: Static Packages or Dynamic Packages.
  • Static Packages: Contains fixed copies of the files as they were when added to the package. The content does not change even if the original files are later updated. Use this when the recipient should have a fixed snapshot.
  • Dynamic Packages: Links to published entries, and always shows the latest published revision automatically. Use this when the recipient should always have access to the latest revision, without you having to update the package manually.
• Who can distribute packages from the folder: All members or Selected members.

Note: The File Package tab is only available for active folders, and the package type can only be selected or changed while the folder is empty, i.e. with no existing entries. Creating packages in the folder otherwise follows the folder's standard access control — only the right to distribute packages is controlled separately.

Add content to the clipboard

1. Navigate to the file or published entry you want to include in a package (can be located in any room in the community).
2. Select the item(s), right-click, and choose Add to clipboard (or via the "More options" menu).
3. Repeat for all items you want to gather, across folders and rooms.

You can open the clipboard at any time via the icon at the top of the interface to see what's been added. Empty published entries (with no attached files) are shown greyed out in the clipboard, with an explanatory tooltip stating that they have no attachments and therefore cannot be linked to a package.

Create a new file package

1. Click New… and fill in the basic information for the package.
2. Under Add files, select content from your clipboard.
3. Click Create.

Items you add automatically disappear from the clipboard once they've been added to the package.

Tip: The system will notify you if an item you're trying to add already exists in the package, so you avoid duplicates.

Add, remove, or change content in a package

As long as a package has not been distributed, you can still change its content:

• Adding more content: Open the package and add more items from the clipboard, or upload regular files directly into the package.
• Removing content: Select the item in the package's content list and choose delete.

Once a package is distributed, it is locked, and the content can no longer be changed until the distribution is undistributed (see "Undistribute a file package" below).

Open and view content in a package

• Click the name of an item in the package's content list to navigate to the file's or entry's original location. For dynamic packages, the name is shown together with the revision number of the linked entry, as well as the number of attachments — these update automatically when the entry receives a new published revision.
• Select an item and click View to open it in the viewer, without leaving the package.
• Downloading directly from the list is only available for files added directly to the package. Linked files and entries can instead be downloaded via Export, or by recipients via the distributed link.

Distribute a file package

1. Open the package you want to distribute.
2. Click Distribute File Package.
3. Under To, search for and select internal members, and/or enter external email addresses under External recipients.
4. Subject and message are automatically filled in with a standard text, but can be freely customized.
5. Set an expiry date for the distribution (pre-filled with a suggestion, but can be changed). The expiry date determines when recipients lose access to the package. If left blank, the package will not expire automatically.
6. Optionally check Send copy to myself.
7. Click Distribute File Package.

Note: You must select at least one recipient (internal or external) before you can distribute the package.

Each recipient receives a unique, personal link. Recipients cannot see each other or each other's activity — this makes the feature well suited also for cases where recipients must not be able to identify each other, for example when sending out tender documentation.

View status and log for a distributed package

Once a package is distributed, the following system fields are displayed in the package's properties (these are populated automatically and cannot be edited manually):

• Distributed to
• Distributed
• Distributed by
• Distribution Expiry Date

In the package's log, you'll find a full history of events, including when the package was distributed, and who has downloaded it.

Undistribute a file package

1. Open the distributed package.
2. Click Undistribute File Package.
3. Confirm the action.

All recipient links sent out are deactivated immediately. The distribution system fields are cleared, and the package is unlocked again, allowing you to edit the content and distribute it again if needed.

Export a file package

You can export one or more file packages, either from a single package or from the overview of all packages. When exporting, you can choose to export files or entries, and whether to include linked files.

Deleting files or entries used in a package

If the package is not distributed, or the distribution has expired, you can delete a linked file or entry, but you will be warned that it is used in a file package, so you can cancel if desired. The same applies to the package entry itself.

If the package is distributed (and still active), neither the package nor its content can be deleted. You will be informed that the package must first be undistributed.

You can also see whether a file or entry is used in a package directly in the list view, without first having to attempt to delete it.

Recipient experience

When a package is distributed to an external recipient, the following happens:

1. The recipient receives an email with information about the package and a button to access the files.
2. The email shows when the link expires.
3. If the recipient is not logged in when opening the link, they must confirm their email address before access is granted. This applies to both internal and external recipients who are not logged in.
4. The recipient can then download the package as a zip file.

The download is automatically logged in the package's event log in Interaxo Project.