General settings for file tracking

The File tracking site preferences determine the default behavior for File Tracker. File Tracker tracks and manages the local copy of a document checked into and out of an object store. You can configure File Tracker to delete the local copy automatically when the user checks the document back in.

Enable file tracking

The Enable file tracking preference determines if the file tracking and file management feature is enabled for users. When this option is enabled, file tracking is available for users. Note that file tracking is built into Application Integration and Application Integration BCS; both applications are not affected by this setting.

Document directory

The Document directory preference determines the default location on the user's local workstation where downloaded files reside and where tracked checked out files are searched for. If you use Application Integration BCS to access FileNet P8 documents from Microsoft® Office or Outlook, you should make sure that the file tracking options you set in the Application Integration BCS site preferences match the options you choose below for the document directory and qualified path. See Application Integration BCS preferences for more information.

Qualified path

The Qualified path setting specifies the folder to use for downloading and tracking the local file; for example, C:\WorkplaceXT\TempData. Include a drive letter designation in the path only if you did not select the Environment Variable/Qualified Path setting for the document directory.

This setting can be used with the Environment variable setting to specify the location of downloaded files when users check out and download their documents.

NOTE  The folder you specify must already exist on the end user's hard drive. If the folder does not already exist, the user must browse to locate the local file when performing an action with tracked files.

Environment variable

The Environment variable setting is the value you assign to each user's client machine. The value is the location on the client machine where users check out and download their documents. It is also the starting location, where Workplace XT locates the tracked files after users download, check in, or check out and download documents. This setting can be used with the Qualified path to specify the location of downloaded files when users check out and download their documents. For example, if the qualified path is set to C:\WorkplaceXT\TempData and the environment variable value is My Projects. When users check out and download their documents, their documents are downloaded to C:\WorkplaceXT\TempData\My Projects.

Download folder structure

The Download folder structure setting determines how the checked out and downloaded documents are organized on a user's local workstation.

The hierarchical folder setting creates the folder hierarchy in which the documents were stored in an object store. For example, if a user's documents were stored in an object store called My Object Store\my folders\, the same folder structure is created on the user's local workstation as C:\My Object Store\my folders and the documents are downloaded to that location.

Choose this setting if you want users to reconcile documents that are filed in multiple folders when they are checking out and downloading those documents. They can use Select Folder to specify one of the folders in which the documents are filed. Workplace XT can then track those documents on the user's local workstation.

The user specified setting (default) uses the preferences defined for the document directory and qualified path. The documents are downloaded to those defined locations on a user's local workstation.

Delete local copy

The Delete local copy setting determines if the local copy of the file is automatically deleted from the end user's computer when the Add, Checkin, Save, or Cancel Checkout actions are used. Valid settings are Yes or No, Read only, and Editable. If Editable is selected, the end user can override the default setting of Yes or No. If Read only is selected, the default setting is enforced.

NOTE  A confirmation page always appears during an Add and Check in procedure if Delete local copy is configured in File Tracker in Workplace XT.

Open file

The Open file setting determines the default value displayed in the Open File check box when processing a document using File Tracker. Valid settings are Yes or No (default).

Overwrite existing files (Save as)

The Overwrite existing files setting, formerly the Save as setting, determines which groups of users have the option to overwrite a file with a new name when doing a checking out or downloading files. By default, everyone has the Overwrite existing files option. Click Select access roles below the setting to select one or more access roles for this option.

CAUTION  Without the Overwrite existing files option, when a user checks out a document, for example, that already exists in the document directory, File Tracker automatically overwrites the existing document without warning the user or giving the user an option to save the document with another name.