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Managers have a variety of file management tasks they can perform on files used in Approval Processes. These tasks include:
- Adding Additional Files to Approval Processes
- Uploading New Versions of Files in an Approval Process
- Renaming Files in an Approval Process
- Deleting Files in an Approval Process
Adding Additional Files to Approval Processes
1. In the Manage worklist, find the proof you want to upload an additional file to.
2. Hover over the Proof Name in the Manage worklist. The Menu Expander button, which looks like a gray arrow pointing downwards, will appear.
3. Click the Menu Expander button. A menu will appear.
4. Click Manage Files. The File Management window for the selected approval process will open.
5. Click the Add Files button in the upper-left corner. An Explorer (Windows) or Finder (Mac) window will appear.
6. Choose a file or multiple files to upload. To select multiple files, hold down the Ctrl key and left-click on your mouse (Windows) or the Command key and left-click on your mouse (Mac).
7. Click Open when finished. You will return to the File Management window. The new files will be highlighted in green.
8. Click Save when finished. You will be taken to the Proof Workflow Page where you can see your new uploaded files.
Uploading New Versions of Files in an Approval Process
1. In the Manage worklist, find the proof you want to upload a new version of a file to.
2. Hover over the the Proof Name in the Manage worklist. The Menu Expander button, which looks like a gray arrow pointing downwards, will appear.
3. Click the Menu Expander button. A menu will appear.
4. Click Manage Files. The File Management window for the selected approval process will open.
5. Select Add Files button in the upper-left corner of the window.
6. Choose a file or multiple files to upload from the Explorer (Windows) or Finder (Mac) window. Click Open when finished.
This will return you to the File Management window. You will see that the newly uploaded file is colored green rather than gray. A file that is colored in white indicates that it is a previous version of a file while the green file below it indicates that it is the newest version of that file.
Approval Manager checks the names of the new files against the names of the old files and replaces the old files with new files that have equal or even similar names. For example, if you recently uploaded a file called my_file.pdf and upload a new file called my_file_ver_2.pdf, Approval Manager will recognize this as a new version of the old file and replace it. This smart file management and upload makes it easy for you to replace and track multiple versions of your files.
If you don't want the newly added file to automatically replace a file with the same name, you can drag it either to the bottom of the list so it's a completely new file or drag it ontop of another file to replace it as a newer version of that file.
 | Note: This hierarchical view is only present in the current upload window to indicate what files are about to be replaced with newer files. The hierarchy won't show after you click Save.* |
 | Warning: You may receive an error message like the one below.
This means that you tried to upload a new version of a file that is currently in the review stage. The file must be in the Production Stage before a new version can be uploaded. This makes sure a file doesn't change when being proofed by reviewers in the Approval Stage. |
7. Select Save when finished and you will be returned to the Proof Workflow Page.
Renaming Files in an Approval Process
1. Click the blue Manage button on the Manage _worklist. This will take you to the _Proof Workflow Page.
| Note: You may need to click on the double arrow link to the left to expand the approval process and see the Manage button. |
2. Click on the file name of the file you want to rename on the Proof Workflow Page under the Workflow Information section.
This will bring up a text box where you can rename the file.
3. Change the file name by deleting the previous name and typing the new name in the text box.
4. Click Save and your file will be renamed.
Deleting Files in an Approval Process
1. Click the blue Manage button on the Manager Dashboard. This will take you to the Proof Main Page.
Note: You may need to click on the double arrow link to the left to expand the approval process and see the Manage button.
2. On the Proof Main Page, Click the Delete link next to the file thumbnail of the file you want to delete. You will get a confirmation message. Click OK to confirm the deletion of the file.
The page will reload and you will see the file you just deleted at the bottom of the file list. It should be faded, indicating that it was recently deleted.
3. If you want to undo the deletion, Click on the Restore link next to the file thumbnail to completely restore the file.
Note: You can click on the Open link next to the file name to view the file in Spark!.
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