Replacing Files

enaio® coLab • 11.0 »

Standard project members, project room owners, and project members with a corresponding user-based role are allowed to replace files in enaio® coLab. Project members with the Guest role are not allowed to replace files in enaio® coLab.

In this context, "replace" means overwriting existing files in enaio® coLab by uploading new files from the local file system. You can get notifications about replaced files (see The E-mail Settings Area).

You can replace a file by clicking the Replace file icon 'Replace file' icon behind the corresponding file in the directory structure in the files view. After clicking the Replace file icon 'Replace file' icon, the Replace file dialog appears. There, you can upload a file from your local file system to the project area of enaio® coLab using drag and drop or a file selection dialog. The file selected in enaio® coLab will be replaced in the project room and in the enaio® filing system. Download the latest version first if you want to compare and merge the versions.

Depending on the configuration of your enaio® coLab system, it may happen that files are scanned for viruses when uploading them (see Scanning Files for Viruses). Under certain circumstances, this may lead to you having to wait for the virus scan to finish before you can continue working or to you receiving messages about the virus scan. Infected files will not be uploaded.

Special Features of enaio® Object Types

There are some special features when replacing files in a coLab project room due to the extensive functionality of the enaio® object types:

Documents checked out in enaio® cannot be replaced in enaio® coLab.

In enaio®, documents are checked out when editing their contents in order to prevent access conflicts with other enaio® users. If such an enaio® document is linked to an coLab project room and is currently being edited in enaio®, it cannot be replaced in enaio® coLab. When such an attempt is made, the coLab user will be alerted via a message. Once the enaio® document is checked back in, it can also be replaced again in the coLab project room.

A reference document is a document in enaio® with multiple locations and several index data forms.

Reference documents cannot be replaced in enaio® coLab. Reference documents in a coLab project room can be recognized by the fact that you are not able to use the Replace file icon 'Replace file' feature in the coLab directory structure.

A document with multiple locations in enaio® has multiple locations, but only one index data form.

If a document with multiple locations in enaio® coLab is replaced, this also applies to all locations of this document in enaio®.

A document with variants is a document in enaio® that manages older versions of the document in a variant administration system. However, only the active variant is shown.

If a document with variants is replaced in enaio® coLab, then only the active variant is replaced in enaio®.

Replacing Files in an enaio® Client

Project members who are also enaio® users also have the option of replacing the files in enaio® coLab using an enaio® client. To do so, you can use the functionality that enaio® offers for editing files. The files replaced in enaio® are automatically synchronized with the files in the coLab project room after editing.

If you have replaced files in enaio®, you may have to update the contents of your browser tab in enaio® coLab so that you can see the replaced files. Click the Refresh icon Refresh icon in your browser to refresh.

If the features described above are not available to you, then it may be because you have been assigned a user-defined role that does not contain the corresponding rights. Contact a coLab administrator or the project room owner if you have any questions or if you need these rights.