Set up file options for digital asset management

 

Updated: November 1, 2016

Applies To: Dynamics Marketing

System_CAPS_importantImportant

Microsoft Dynamics Marketing is scheduled to be retired on May 15, 2018. After that date the service will no longer be available. Please plan accordingly. For details, see the blog post Microsoft Dynamics Marketing service will be discontinued, and learn what’s coming next.

Use the File Options settings to configure the digital asset management features of Microsoft Dynamics Marketing. They establish the way your site handles files in terms of versions, expiration, search, and more. You can also permanently delete files marked as inactive to free up space in your storage quota.

To work with file options, you must be an administrator. More information:  Work with user accounts and staff contacts.

To work with file options, go to Settings > Administration > File Options. This brings you to the Files page, which provides the settings described in the following table.

Setting

Description

Version Control

Select this check box to enable version control by default for all newly uploaded files. If you clear this check box, then version control will still be available, but you must manually enable it for each new file where you wish to use it (see also Manage file properties and use version control).

Default to Active

Select this check box to set each newly uploaded file to active by default. If you clear this check box, then all new files will be set to inactive, which means they will have the same status as deleted files; users must enable the show-inactive option to see inactive files in a list view.

Job Spec Search

Select this check box to let users search for files using the specifications for the job(s) that the files are linked to.

System_CAPS_warningWarning

This feature is resource intensive, so consider your needs carefully before enabling it.

System_CAPS_importantImportant

Spec search functionality will not be available for files already in the database because the required metadata is not stored while this feature is disabled. The metadata will only be attached to new files that are uploaded directly to a job while this option is enabled. In addition, existing files linked to jobs after uploading will not be updated and the job specification metadata will not be updated if a job’s specifications are changed later.

Enable publishing

Select this check box to make your files available outside of your organization. Clear this check box to keep them private. More information: Manage folder properties and publish folders as libraries

Custom Blocked File Types and System Blocked File Types

These two fields establish a list of file-name extensions (file types) that are blocked from being uploaded into the digital-asset management system. These settings help prevent potentially dangerous files (such as executables or scripts) from spreading through the system.

The System Blocked File Types listed here are always blocked and cannot be changed. The list is shown for your reference.

If you want to block other types of files, then add the relevant extensions to the list in the Custom Blocked File Types field. To work with this field:

  • Enter the file-name extension (such as "exe") for each type of file you want to block (leave out the period).

  • Use semicolons (;) to separate the file types

  • Enter "..." (without the quotes) to block files without a file-name extension.

System_CAPS_importantImportant

This setting prevents new files of the listed types from being added, but it doesn't remove any files already uploaded, nor does it prevent users from downloading existing files of types that were later blacklisted. If you are worried that your system may contain blacklisted files, then use the file browser search feature to find and remove the existing files manually after you add them to the blocked file list. More information: Find, organize, and upload files in the file browser

Rout File for Approval on Expiration

Select this check box to automatically send files through an approval workflow when they expire. You must also fill out all of the other fields in the File Expiration Options section to enable this feature.

Approval Template

Specify the name of an existing approval template to use when Rout File for Approval on Expiration is enabled.

# of Days

Specify the number of days prior to expiration that the approval workflow should begin when Rout File for Approval on Expiration is enabled.

Requested by

Specify the name of a user to be added as the requester when Rout File for Approval on Expiration is enabled

As with most data records in Dynamic Marketing, files are not permanently removed when users “delete” them using the standard toolbar controls. Instead, they are just marked as inactive. Inactive files are usually hidden, so they are out of the way and will not get used by mistake, but they remain in the system just in case they are needed again. The functionality is similar to that of the Recycle Bin in Microsoft Windows. However, as with emptying the Recycle Bin, it is possible for administrators to permanently delete all inactive files. You might choose to do this to free up space in your storage quota and save on storage fees.

System_CAPS_warningWarning

There is no way to recover the files after you permanently delete them.

To permanently delete your inactive files from Dynamics Marketing:

  1. Choose the Permanently delete all inactive files button.

  2. A pop-up opens asking you to confirm the action. Choose OK to permanently all inactive files.

System_CAPS_noteNote

This procedure deletes inactive files, not inactive data records, which will still be retained in the system and cannot be permanently deleted.

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