Document Actions
6.
Downloading Files from Documents Other than Engagements
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The files contained in File and Image objects are always available to download to any users who have permission to view the objects, whether the File/Image is signed out or not, and whether it is set read-only or not. Signing out and setting Documents read-only only prevents other users from uploading or editing metadata. To download an enclosed file in a File item, use the Download option in the Actions menu. To download an image from an Image object, the user must right-click on it. Clicking the link will take you to a page where you see the image full-size.
It is possible to place Working Papers client files in File objects, though this is not advised. Using the Engagement type provides greater control when working with client files.
Though it is possible to download files from File objects at any time, it is recommended that any user, who intends to modify the file and later upload it, sign it out. This prevents other users from editing the document at the same time. For example, a File object may contain a Word file. User Alice and Bob may both have permission to view and edit the File. Alice may download the Word file and begin modifying it, but not sign it out within the DMS. Later, Bob may also do this. Then Alice signs out the File and uploads her modified version of the Word document in, at the same time signing the File back in. Then Bob does the same thing, wiping out Alice's work. It is preferable, therefore, to sign out the File within the DMS as soon as you download if you intend to later upload the modified file.