Document Actions
2.
Uploading Files to Engagements
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Users can only upload files to Engagements if they have the Engagement signed out. This prevents having two or more people trying to simultaneously upload to an Engagement. As well, if a user has set an Engagement read-only, it is not possible to sign that Engagement out.
All document items have View, Edit, Properties and Local Roles tabs. Only the View tab will appear if the Document is not signed out by the current user.
The View tab will show: which user last accessed the document and when, which user last modified the document and when, the name, type and size of the enclosed file if any, the period end, the roles the current user has on this item, and which Reviewers have and have not completed their reviews. In addition, Engagement objects that contain Working Papers client files will display some information regarding the client file: the Engagement Type, Created By, Last Accessed By, and the latest version of Working Papers in which the file was opened. This last field is useful, as it will effectively display for users which versions of Working Papers the client file can and can not be opened in, and which versions will require the client file be rolled forward. This information is extracted from the client file each time it is uploaded, whether uploading through a web browser, Quick Upload, or Go-Between. If using the Go-Between, the client file must be loaded into Working Papers, and so, in this case, the client file will be rolled up that version of Working Papers. Users who do not wish to roll their client files up should use a web browser or Quick Upload to upload these files.
The period end is also extracted from the client file. As with the other fields, this can only be extracted from client files from version 2004.1 or later. With client files that have not been rolled up to Working Papers 2004.1 or later, it is not possible to extract this information.
Since period end is a required field for Engagements (though it is optional for other Document types), it must be filled in for client files that are prior to Working Papers 2004.1. If the client file has been loaded in Working Papers 2004.1 or later, the period end will be extracted from the client file and there is no need to enter a period end; any period end entered will be overridden by the value parsed from the client file.
As well, where users upload files other than Working Papers client files to Engagements, a Period End must be specified. This applies only to the initial creation. Once a period end is specified it does not need to be specified again for subsequent uploads.
The OpenEngagement DMS saves the last period end specified for a Document, so when creating new Document objects, this date may be used as the initial default value for the period end.
When uploading a Working Papers client file, the title of the Engagement will be taken from the client name specified in the client file, if available. Otherwise the title will be taken from the name of the compressed client file. If another file type is uploaded to the Engagement, the name of the file will be used for the Engagement title. It is possible to have two Engagements in the same section with the same title. This means, if users upload files with different names to Engagements, or they change the client names within client files, the Engagement title may change. However, the Engagement id will not change, and any links to the Engagement will still be valid.
It is possible on Windows to specify file properties for files on the file system, which may be viewed by right-clicking on files in the Windows Explorer. Working Papers takes advantage of this and specifies a number of file properties for its client files. When files are uploaded to the DMS and downloaded from the DMS, these properties are preserved.
It is possible to run out of disk space when uploading to the DMS. When this occurs, a warning message will be presented. Users should then remove some content if possible, or provide greater disk space.