A multi-content document has one document ID assigned, but the document consists of more than one electronic file. For example, you might have a proposal that contains both a word processing document and a spreadsheet document. For tracking and retention purposes, you would like to use the same name, the same properties, and the same location for this document, even though it consists of two files. You can do so by using a multi-content document to group the files. When working with a multi-content document, you have access to all of the files (subject to your security access).
You can add and remove content elements as needed, and each version of a document can have different files as content elements. That is, the content element files are associated with a specific version of the document. You must check out a document to add or remove content elements. When you check out a multi-content document, a reservation object is created for the new version of the document. This reservation object does not carry the multi-content information. That is, the multiple content elements are not automatically carried forward from one version to the next. When you check in the new version of the document, you must manually add each content element to the new document version.
Your site administrator determines which users can view the contents of a multi-content document and which users can save or delete content elements from the document. If you do not have appropriate access, you can only view the first element contained in the document. In other words, you would not know that the document contained other elements.
To create a multi-content document
TIP You can also replace a specific content element with a different file if needed by selecting the file in the list.
NOTE If you cancel the checkout (instead of checking in the file), all of the saved content since the last checkin is discarded.
To delete an existing content element
To download a multi-content element document
NOTE If you select two or more multi-content documents, only the first element of each multi-content document is downloaded.
Viewing multi-content files
If all content elements are images, the multi-content files can be viewed in their entirety in Image Viewer. However, be aware of the following behavior when working with multi-content files that include a mixture of elements that are images and not images:
While you have a document checked out, you might want to save minor changes without checking the document back into the object store. When you save the document, your changes are stored, but the document remains checked out to you and its version state and properties do not change.
The Save Content action is also used to create and update a document with multiple content objects. That is, one document might be made up of several different electronic files.
NOTES
To save a document
When File Tracker is available, you can click Delete Local File if you want the local copy of the document you are saving to be deleted from your workstation once the save procedure is completed. Close the local copy before you complete the save procedure. Your site administrator determines whether or not you can override the default setting for this option.
NOTE You might come across some instances where a file is deleted while it is still open and after you specified you wanted the local file to be deleted.
The Delete Content action deletes one or more content elements from a multi-content document without deleting the entire document.
Lists the name of the document you selected.
Lists the file name of the first content element of the document. Select the check box next to this file name to delete its content. When you delete the primary file, the first secondary file in the list becomes the new primary file.
Lists the file names of the additional content elements of the document. Select the check box next to the desired file names to delete one or more content elements.