Feature of the Month: File Upload

By | 9. June 2015

When managing electronic resources, often the need may arise to not only save the information contained in a document, but to provide the original document itself.

This can mean scanned license contracts, necessary to know the exact wording of terms and conditions, as well as received invoices or balance calculations, which need to be accessed directly via the annual contract data. Another important kind of files to save are e-mail correspondances – in case of contract negotiations all ERM librarians need to know the exact wording and always be up-to-date.

Upload a file.

Upload a file.

To meet these requirements, amsl now offers a file upload.

Via the file upload, files of any kind may be attached to a document resource. This resource describes the file’s content – providing fields like “title” and “description” for further detail. When a file has been uploaded, amsl automatically adds the name of the uploading user and the date and time the file has been attached. Thus it is always eays to see, whether or not a file is up-to-date and whom to contact if questions arise.

The file has been uploaded successfully.

The file has been uploaded successfully.

The document resource again is linked from the basic or annual contact data resource. For that purpose, amsl provides several specific properties: “contract file”, “invoice file”, “balance file” as well as “mail file”. When a file with different, less usual content needs to be linked, the unspecific porperty “associated file” can be used.

In this way, one file – or, in other words, one document resource – may be linked from several different resources. A useful feature e. g. for a file containing an e-mail correspondance concerning two or more contracts. On the other hand, several files of the same type, such as partial invoices, may be linked to one single set of annual contract data.

Example with two invoice files linked to one contract.

Example with two invoice files linked to one contract.

To finally download the file, only one click is necessary after navigating to the document resource: the file can be saved.