Reference Files

What is a reference file?

A reference file is a supplemental file in a workflow that can provide additional information to users to be able to complete their tasks, offer general information about the project, or give any other relevant information that needs to be associated with the project. Reference files can be uploaded or attached through an “Upload Reference Files” task or on the “References” tab. See Tasks for more information about uploading them in tasks.

Exploring the References tab

What reference files will I see here?

All project participants will have access to their project’s References tab and can view the reference files they have access to, based on their permissions.

Project owners can view all reference files in the project. Sub-process owners can only view files uploaded to their own sub-process, including nested sub-processes.

If task owners only have access to view a sub-process because their task is within a sub-process, then they can only see files that were uploaded to that sub-process or have visibility in that sub-process. Task owners at the project level (who have access to tasks that are not in a sub-process at the root level of a project) have permissions to view all project reference files.

Reference files which were uploaded or attached to a task, and reference files that were uploaded or attached on the References tab appear in on the References tab. If a reference file is uploaded in a task, it will appear on the References tab once the task is completed. Base artwork files and files used to auto-generate sub-processes do not appear on the project References tab.

If a reference file was added to a project and then versioned in the Asset Library, the version of the file that was added to the project will continue to be used within that project. In this case, the project owner may choose to update the version to the latest if needed.

Reference file search

Search field

Use the search field to search for reference files by name.

Visibility filters

Depending on permissions, project participants can choose from the options in the visibility drop down menu to view files at different levels of the project. In this example, the project owner has visibility at all levels, including files uploaded at the project and sub-process levels. Clicking on items in this list will show the reference files that are associated to it. In this example, these are the reference files associated with the Carton, 75 count process.

Type filters

Search for references files by file Type. Select one or more file Types to filter the list of references files. Use the Search box to search the list of Types.

Viewing the reference file details

Project participants can view the details of a reference file by clicking on the file row. In the right panel, see the actions that may be performed, the file’s properties, and the project visibility, which is where the file is visible.

Viewing the version information

As with files in the Asset Library, version information will appear for files when there are multiple versions. In this case, you will see the version number (e.g. Version 2 of 2) in the list, under the filename. There will be a Show Versions link in the reference file details. Click this link to open the version history.

Multi-select operations

Select some reference files to perform operations in batch, such as download, share files, edit file visibility, delete/remove files from the project, or compare files in online proofing.

Reference file visibility 

Who can modify the reference file visibility?

The project owner can modify the visibility of reference files that are uploaded to the project. Sub-process owners can change the visibility of sub-process files. Task owners are able to upload reference files and set visibility at that time, but they cannot edit the reference file visibility of files after they are uploaded.

Schedule navigation group rights will allow sub-process owners permission to edit visibility of reference files at the project level in projects where they already have some access.

What files can have their visibility updated?

Only reference file visibility can be updated. Other project files such as base artwork files from Select Base Artwork tasks, and auto-sub-process-generation (ASPG) files are not visible on the References tab. The visibility of base artwork and ASPG files cannot be modified.

If a reference file is uploaded in a task, it does not appear on the References tab until the task is completed. Therefore, the visibility of that file cannot be changed until the task is completed.

Updating reference file visibility

1. 1. To change the visibility of a file, on the References tab, click on the file row.
   2. Click on the Edit Visibility option in file details.

The Edit Visibility dialog will open showing the visibility options for the project.

3.  Choose the project visibility options. Here are some visibility examples:

Adding or updating reference file visible

The project owner can choose to make this reference file visible for all tasks in the project, or choose to make it visible in one or more sub-processes. In this example, the the file will only be visible in the “Carton, 75 ct” sub-process:

Removing reference file visibility

The project owner may instead choose to make the reference file invisible across the project by clearing all options in the Edit Visibility dialog. This may be useful in situations where a project owner wants to update a reference file without having a specific task for doing so. For example the project owner could hide the old reference file, and then upload or attach a new one and set its visibility.

To remove the visibility of the file from any sub-process and its tasks within the project, clear all visibility locations. The file will no longer be visible at that level and will be hidden, but will still be visible to the project owner.

4.  After selecting or clearing the visibility options, click OK.

Notes about visibility for project-level tasks

A file uploaded in an Upload Reference Files or Complete Form task at the project level (for tasks that are not in a sub-process and are at the root project level) cannot be hidden at the project level. These project-level reference files will always be visible for users who have access to project-level tasks.

Template option to make reference files available in all tasks

BLUE template administrators have an option to make reference files uploaded to an Upload References Files task visible in all tasks within the project by default. When the task has the “Allow files to be visible in all tasks” setting enabled on the template, the files uploaded to this task will be visible for all tasks in the project (for all project participants).

When this setting is enabled, the project owner (or workflow admin) may change the file’s visibility on the References tab after the task is completed.

Reference file visibility rules

• • Files uploaded through an Upload Reference Files task with the option “Allow files to be visible in all tasks” enabled, are visible to project participants across the entire project once the task is completed.
  • Extending the visibility of a file (“Visible in all tasks” option is enabled) to a lower level sub-process/es will make the file visible for all parent levels of that sub-process.
  • Files uploaded through an Upload Reference Files task with the checkbox “Allow files to be visible in all tasks” disabled are visible to project participants within the same level and in parent levels. For example, files uploaded on a third level nested sub-process’ task will be visible on that sub-process, on the parent sub-process, and at the project level.
  • Files with extended visibility will be shown under the Reference Files section of a task details panel.
  • Reference files can be uploaded at the project level or at a sub-process level:
    • Reference files uploaded at the project level, including project-level tasks and the References tab without selecting any sub-processes, are visible at project-level tasks only.
    • Reference files uploaded in a sub-process are visible at the parent sub-process. File visibility is automatically granted upward to any task at the same level or above it within the project.

Limitations for reference file visibility

Uploading reference files on the References tab

Uploading reference files to the References tab allows project participants to upload reference files directly to a project without requiring a task.

Who can upload reference files?

Any project participant can upload reference files on the References tab. The project participant can set the file visibility to anything they have access to within the project. If they have limited project access, for example they have access to one sub-process, that is the only sub-process where they can make that file visible.

Uploading references files

1. 1. Drag and drop one or more file(s) or click the Choose File option to upload a file. The number of files that you can upload at one time is configurable and varies depending on your site’s configuration.

2.   The Upload dialog opens with an option to select the sub-processes where the file will be visible. Select where you would like to make the file visible.

Note: The “Visible in all tasks” option is not available on the Upload dialog. You may make the reference file visible in one or more sub-processes, but not in all tasks.

Deleting reference files on the References tab

What files can be deleted?

If a reference file was uploaded directly onto the References tab and is no longer needed within the project, it can be deleted from the References tab. Deleting a file which was uploaded to the project will delete that file from the system.

Reference files that were uploaded via a task cannot be deleted once the task is completed. However, the project owner could hide these reference files from other project participants by updating the sub-process visibility settings.

Who can delete reference files?

Project owners can delete reference files on the References tab (except those uploaded via completed Upload Reference Files and Complete Form tasks).

Sub-process owners can delete any file from the Reference tab that they have access to (except those uploaded via completed tasks).

Task owners do not have any rights to delete reference files on the References tab.

Deleting references files

1. 1. To delete a reference file, on the References tab, click on the file row.
   2. From the details panel, select the Delete File option.

3.  Click OK to confirm that you would like to delete the file. The file will be deleted from the system.

Attaching reference files on the References tab

Attaching reference files from the Asset Library allows project participants to associate existing files from the Asset Library to a project, instead of uploading them directly.

Who can attach reference files?

Anyone involved in the project may attach files from the Asset Library as long as the files are of a Type which can be associated with projects, and the user has permission to view the files in the Asset Library.

Attaching references files

1. 1. To attach files, on the References tab, click on the Attach from Asset Library option.
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3. 2.  In the Attach from Asset Library dialog, apply search filters such as Type, Status, Date Added, or attributes to find the file(s) you would like to attach.
4. 3.  Select one or more references files that you would like to attach to the project. Click OK.
5. 
6. 4.  If your project contains sub-processes, set the file visibility. Select the sub-processes where the reference file(s) should be visible. Click Attach.

The files will now be associated to the project and they will be visible in the sub-processes specified by the visibility settings.

1. 

Detaching reference files on the References tab

Detaching files allows project owners to remove files from a project which were attached to the project from the Asset Library. Detaching a file disassociates it from that project but does not delete it from the system. The file remains in the Asset Library.

Who can detach reference files?

The project owner is the only user (other than workflow admins) who can detach a reference file from the project.

Detaching reference files

1. 1. To detach a file, on the References tab, click on the file row.
   2. Click on the Detach File option.

3. Click OK to confirm that you would like to detach the file(s) from the project.

The files will be removed from the project, but will remain in the Asset Library.

Tips, notes and limitations for attaching and detaching reference files

• • Any user who is involved in a project may attach files from the Asset Library, given they have access to the file.
    • Note: Similar to uploading files, project participants may only attach files to sub-processes within the project where they have access.
  • Only the project owner (and workflow admins) can detach a file from a project.

Downloading References Files

Reference files can be downloaded by project participants as long as they belong to a group that has download permission, and the file’s status allows it to be downloaded.

For more information see Download Security.

Sharing reference files from a project

What is the Share option?

The Share option allows project participants to share reference files from the project with other BLUE and non-BLUE users for viewing and downloading. Share files from task details or from the project References tab. This section describes sharing references files from the References tab.

Note: The Share file option is available for proofing supported file formats. Therefore, file formats that are not supported in online proofing, such as ZIP files and Adobe Photoshop (PSD) files, may not be shared in project context.

Who can share reference files?

A project participant who has permission to download a reference file may share it with one or more recipients. The recipient(s) of the share file link will be able to open the file in online proofing and download the file.

Sharing reference files

1. 1. On the project References tab, select one or more reference files you want to share and then click Share.

2.   In the Share Files window, search recipients in the system or type in an email address. Select one or more recipients. Set an optional expiry date or password to limit who can access the file. If you enter a password here, this is the password that must be entered when redeeming the share file link.

Recipients of the shared file links will be notified by email. The recipients will be able to view the file in online proofing and download the file. An audit trail is recorded when a file link is created and redeemed.

Versioning reference files

What is the Create New Version option?

The Create New Version option allows project participants to version most reference files. This allows only the latest version of a reference file to be visible in a project, instead of managing each version individually.

Who can create a new version of a reference file?

Anyone involved in a project may create a new version a reference file in a project, as long as ALL of the following are true:

• • the file was originally uploaded to the project, either in task or on the References tab (it was not attached from the Asset Library)
  • the version you are viewing is the latest version (e.g. Version 4 of 4)
  • the file has a status which allows it to be versioned

Creating a new version of a reference file

1. 1. To create a new version of a reference file, on the References tab, click on the file row.
   2. Click on the Create New Version option. If the file was uploaded to the project, this option will appear under the More Options menu.

Note: Files attached from the Asset Library may be used in multiple projects, therefore these files must be managed in the Asset Library. For this reason, the Create New Version option is disabled for files that were attached from the Asset Library.

3.   Select the file from your computer.

4.  Confirm the file details, including its status and attribute values.

Note: You will not be able to alter the visibility of the file when creating a new version.

4.  Click Upload. The new version of the file will be uploaded.

Initially, you may see a message indicating that the system is updating the version.

The new version will display the updated version information (e.g. “Version 2 of 2”).

The newly uploaded version will now be available in all locations where the file is visible, including completed tasks.

 Tips, notes, limitations for creating new versions of reference files

• • Anyone involved in a project may create new versions of reference files that they have access to.
  • The option will only appear for files which were uploaded to the project originally (and not those attached from the Asset Library).
  • If an older version of a file has been selected (e.g. Version 1 of 2), then the option will not appear.

Selecting a reference file version to use within a project

A project owner may decide that an older version of a reference file should be used within a project. For example, if a reference was versioned by mistake, or a project needs to reference a version of artwork no longer accessible in the Asset Library.

Note: This is similar to restoring a version of a file in the Asset Library.

What configuration is needed to use the Select Version feature?

The Select Version option is available when your site is configured to only show the latest version of an asset in search results.

Who can use the select version feature?

The project owner (and workflow admins) are the only users who may decide which version of a reference file to use in a project.

Selecting a reference file version

1. 1. To select another version of a reference file to use in the project, on the References tab, click on the file row.
   2. Under the Version History section, a checkmark will appear by the version which is currently selected and active.

Note: This option is only available for those files which have multiple versions.

3.  Hover your mouse over the Actions column.

Note: Depending on permissions, you may also have options to perform actions on other versions, such as Download, View Version, and Select Version.

4.  Click on the Select Version  option for the version that you would like to make active within the project.

Note: Click on the View Version option to see more details about the version before selecting it.

5.  Confirm that you would like to replace the current version.

 

Upon confirmation, the newly selected version will become visible throughout the project, instead of the previously selected version.

In the Version History section, the selected version now shows that this is the current version of the reference file.

If the selected version is not the newest one, a message appears in the detail panel indicating that newer versions exist.

Tips, notes, limitations for selecting a reference file version

• • Only project owners (and workflow admins) may select a different version of a reference file.
  • If an older version of a reference file is selected, then users cannot upload a new version.

For more information on project-related topics, visit these links…

To learn more about working with projects, see Projects.

To learn more about managing projects, see Managing Projects.

To learn more about working on tasks, see Tasks.