Summary

This article covers the uses for files manager including the management of versions of study documents, share documents with other users and workgroups, add documents to a document workflow and email templates for the scheduler. 

Table of Contents

The Files Manager is used to manage versions of study documents, share documents with other users and workgroups, and add documents to a document workflow. Email templates for the Scheduler are also managed in File Manager. File Versioning was introduced as part of the 13.2 DBP Release. Any files existing in File Manager prior to the 13.2 Release have an initial file version of 1.0.

The Files Manager can be accessed by hovering the mouse over your name in the header and selecting ‘Files.’



Files Tree

The Files tree is organized into three different categories and acts as a navigation tree to help organize your files.

Note: Currently, the Files Tree does not update if you use the browser’s Back button. Therefore, it is recommended that you not use the browser’s Back button when using File Manager.



Personal Files

The Personal Files folder is named using your first and last name and contains all personal files added by you. You are the only Administrator of your Personal Files folder. The term "Tool Owner" is also used to designate this particular access and functionality.

My Studies

The My Studies folder contains all the files related to your studies and is organized by study.

My Workgroups

The My Workgroup folder stores files related to any workgroups that you have access to but do not have study access to.

File Directory Table

The File Directory displays the contents of a folder and includes the following information.

  • File – Name of the file; also serves as a link to download the latest version of the file
  • Current Size – For files, the size of the latest version of the file; for folders, the total size of the latest version of each file contained within the folder
  • Version – The current version number of the file
  • Permission – The permission type (Public, Workgroup, Private) for the file
  • Total Size – For files, the sum of the current file size and all previous versions of the file existing in the file system; for folders, the size of the folder including all files and versions of files contained within the folder
  • Last Modified – The date on which changes were last made to the file or folder; the date is listed in the format DD-MMM-YYYY HH:mm and is in the timezone designated in the user’s profile
  • Update – Provides access to the Update Screen in order to upload a new version of the file (Uploading documents requires the Contributor role. Please visit the Manage Workgroup Administrators and Members article for more information on workgroup management.) 
  • Properties – Provides access to the File Properties Screen where you can view the permission history for the file, view file shares and edit basic file settings
  • Edit – Edit the name of a folder; appears only in the parent folders
  • Reference – If the file is attached to an EDC or CTMS form, the form name is provided as well as a link to access (for those with needed permissions)
  • Delete – Allows for the deletion of files; only available to users with the Workgroup Administrator or Tool Owner permission. 

Available Actions

Based on your location within the Files tree and your privileges, different actions are available. Administrators and Contributors can create and edit folders at a parent folder level. Within the parent folder, Administrators and Contributors can create and edit folders and files. The Workgroup Administrator, Tool Owner or Fountayn Solution Center can delete files. Administrators and Contributors can also share files with others and view, approve and deny those sharing requests. Each user is automatically the Administrator of their Personal Files folder. Those who do not have Administrator or Contributor permissions can only view the contents of the files.

Disk Space Limits

Each user and workgroup is allotted a certain amount of disk space. As you upload files and update versions of a file, keep the following in mind:

  • Each major version of a file counts towards the amount of remaining disk space.
  • Deleted files and deleted versions of a file do not count towards the amount of remaining disk space but deleted files and versions can never be retrieved.



Note: Deleted Files Can Never Be Retrieved!


If you run out of disk space, you will no longer be able to upload or update files. You can view the amount of disk space remaining at the bottom of each File Directory Table. If more disk space is needed, you can request files be deleted, contact your workgroup administrator or tool owner, or request storage space be increased. Please contact your Fountayn Project Manager for assistance with increasing storage.



Need more help?

Please visit the Fountayn Contact Information page.