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Use File Store Attachment

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Kepion Support
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Introduction

File Stores allow you to upload attachments through a Kepion Dashboard and share files of any type with your teammates. You can create File Stores and manage the associated files by Dimension. In this article, we will cover everything you need to know about setting up and using File Stores. 

 

 

Before You Start

Here are some things to know before you begin this process:

 

  • 20 MB file-size limit
  • File Store attachment is only supported for Dashboard Workflow.
  • Users in the Contributor role can attach files, delete and download attached files through the Kepion Dashboard.
  • Users in the Modeler role can also manage files within the Modeler.

 

 

Set up the File Store Path

1. Create a folder to store your attachments. It can be a shared folder within your corporate network, or a local drive on the Kepion web server machine.

 

Note: For a production environment, we recommend using a shared folder from an always-on server, instead of a local machine drive. A shared folder is better as it can support more than one instance of Kepion web server.

 

2. Right-click the folder and go to Give access to > Specific people...

 

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3. Under Permission Level, select Read/Write for the account used to configure Kepion (e.g., KepionSI).

 

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4. Open Kepion and go to the System module.

5. Click on the Configuration tab.

6. Enter a valid folder directory for the File Store Path, e.g., \\SERVER\Path\To\File.

 

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7. Click Save.

8. After changing the File Store path, close all your browser tabs, and launch Kepion again. 

 

 

Add File Store

You can add one or multiple File Stores in one Application to help manage attachments.

 

1. Go to Modeler > Application > All File Stores

 

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2. Click Add.

 

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3. Enter a name for the File Store, and click Save.

 

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You can now start setting up user access through the Dashboard Editor, or add Dimensions to the File Store for advanced usage.

 

 

Configure File Store with Dimension (Optional)

Adding Dimensions to a File Store allows you greater control over file management. For example, you may want to create a File Store that allows each department to share its own cost assumption files.

 

1. Select your target File Store and click Configure.

 

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2. Select Add

 

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3. In the Dimension pop-up:

  • Select the Dimension.MemberList from the Member List drop-down.
  • (Optional) Update the Name field (case-sensitive) only when a role-playing Dimension is used in the target Form to which you plan to connect this File Store.  

 

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4. Click OK to continue. 

 

Tip: To remove a Dimension, select it and click the Remove button. To change the Dimension order, select a Dimension and click Move Up or Move Down. The Dimension order determines how the file path is structured. 

 

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5. Click Save to confirm the changes.

 

Note: Every time you change the dimensionality of a File Store, existing files will be removed. Please back up the files manually if needed.

 

 

Add Access to a File Store on a Dashboard

The last step in the configuration is to add an access point to the File Store on the Dashboard. It is added through the Text component.

 

1. Right-click a Dashboard page and select Add Text.

 

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2. Style the textbox as desired and select Textsettings.png to link the File Store.

 

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3. Go to Behavior and select File Store from the Type drop-down. 

 

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4.  Configure the File Store as desired. 

 

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Form Filters

To use Form Filters to control a File Store's context, select an existing Form from the Form drop-down. The Form Filters will automatically match up with the File Store Dimensions.

 

Dimension Context 

The File Store's Dimensions will automatically appear. You can link them with a Form's Filter, or specify a Dimension Member.

 

Override

You can overwrite the Filter selection by specifying a Dimension Member using the Member Override drop-down. 

 

Additional Options

  • Hide Path: Exclude the Path column in the Files window.
  • Show Rollup: Shows all files when Filters are not at the lowest level.

 

5. Click OK.

6. Select Save. 

 

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Add/Remove/Download Files

Now that you’ve configured a File Store on the Dashboard. It’s time to test it out.

 

1. On the Apps page, start a new plan and go to the page with the File Store button. 

2. Click Review Cost Assumption. 

 

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3. You can take any of the following actions: 

  • Add: Attach any type of file. 
  • Remove: Select a file and click Remove to dele it.
  • Download: To view the content of the file or save a copy of the file, check the file and click Download. You can download files to any folder for your convenience.

 

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Maintenance

Access to the File Store Path folder from File Explorer

  • Security of the File Store Path folder can be managed by the system administrator.
  • Users should not be able to access the Workflow Path folder directly, unless granted permission by the system administrator.

 

Locate Files from File Explorer

File Store attachments are organized using the following structure:

  • File Store without specified Dimension: [File Store Path] > [Application Name] > [File Store Name]
  • File Store with Dimension: [File Store Path] > [Application Name] > [File Store Name] > [{FirstDimensionName}-{MemberId}] > [{SecondDimensionName}-{MemberId}] > …

 

Migrate Application Database across Environment

  • Files uploaded to the File Store are saved to a shared folder through Kepion UI, but not within Kepion. When you migrate an Application from one environment to another, make sure the new environment has the File Store Path set up correctly.
  • If you need the files from the old environment, bring them over manually.

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