AX2003

Managing files using Axiom Explorer

Using Axiom Explorer, administrators can view and manage the files in the Axiom Software file system. You can access files, import and export files, delete files, view file history, and manage folder structures for various Axiom libraries. All Axiom files are stored in the Axiom Software database.

In addition to basic file management, other administration features such as file group administration and table administration are performed in Axiom Explorer. For more information on performing these activities, see the documentation for each particular feature. This topic discusses general file management features only.

To open Axiom Explorer:

• On the Axiom tab, in the Administration group, click Manage > Axiom Explorer.

  NOTE: In systems with installed products, this feature may be located on the Admin tab. In the System Management group, click System Browser.

Access to Axiom Explorer

By default, only administrators have access to Axiom Explorer. Non-administrators can be granted access by enabling the Administer Axiom Explorer permission.

If a non-administrator has access to Axiom Explorer, what they can see in the dialog and what actions they can perform are controlled by their other relevant security permissions. For example, if a user does not have any access to imports, then they will not see the Imports Library. If a user has read-only access to a folder in the Reports Library, then they will see that folder and can open reports, but they will not have access to commands such as creating new folders and deleting files.

NOTE: The Axiom System section of Axiom Explorer contains system files for Axiom Software. Only administrators can access this section.

The Explorer task pane is a streamlined version of the Axiom Explorer dialog. Essentially, the Explorer task pane displays the treeview from the left-hand pane of Axiom Explorer, which allows users to open files and perform actions available on the right-click menu. The same rules apply to the Explorer task pane in determining what files and features a user has rights to access within the treeview. However, the Administer Axiom Explorer permission is not required for non-administrator users to see the Explorer task pane—any user can view the task pane.

By default, the built-in Explorer task pane is available to all users, via Startup settings defined on the Everyone role. This default access can be changed if desired. If your system has installed products, those products may have modified the default access to provide a different way for users to access the task pane. For more information, see Configuring the Explorer task pane.

Axiom Explorer overview

In the Axiom Explorer dialog, the virtual folder directory is displayed in the left-hand pane, and the sub-folders and files within a selected folder are listed in the right-hand pane.

NOTE: For information on each folder in the Axiom Software file system and what it contains, see Axiom Software file system.

When you select a folder or file, information about that item displays in the bottom of the dialog, such as the file type and size, the date the file was last modified, and the file or folder description. If the file is currently in use, the user who has locked the file is also listed.

As you navigate through the directory, the current location is displayed in a box at the top of the window. You can also type a location into the box to jump directly to that location.

To refresh the file list, click the Refresh button in the toolbar.

Managed and non-managed files

By default, all files used by Axiom Software are stored in the Axiom Software database and accessible via Axiom Explorer. These files are also known as managed files, because access to the files is managed by Axiom Software.

It is also possible to save an Axiom file outside of the Axiom Software database, such as by using Save As > Local or Export. Axiom files saved locally are known as non-managed files. Axiom Software does not control access to non-managed files. Although some features—such as basic Axiom queries and some Axiom functions—still work in non-managed files when they are opened within Axiom Software, most functionality is not available. It is not recommended to use non-managed files, except as a method to move a file from one Axiom Software system to another.

File groups and Axiom Explorer

File groups have special treatment in Axiom Explorer. Only administrators can access all of the underlying folders and files for a file group.

If a non-administrator has access to Axiom Explorer, that user will not see the Plan Files folder or any plan files, even if the user otherwise has access to the plan files. Non-administrators must use Open Plan Files (or similar related software features) to open their plan files. The Plan File Attachments folder is also hidden.

Non-administrator users can see the following folders only if they have been granted access to the folders (or files within them) on the Files tab of the Security Management dialog: Drivers, Templates, Utilities, Process Definitions.

File group folders are not listed in the Explorer task pane for any user. Instead, the Explorer task pane displays a version of the file group menu, so that users can open plan files and perform other file group tasks using the task pane (dependent on their file group permissions).

Managing folders

You can perform the following actions in Axiom Explorer by right-clicking a folder. You must have read/write permissions to the folder (as defined in Security) in order to perform any of these actions.

Folder Action	Description
New > Folder	Create a new sub-folder in the selected folder. Once the folder has been created, use Rename to name it. You can also define a description for the folder. You must have read/write access to the parent folder in order to create a sub-folder. NOTES:   The Reports Library on the Reports menu only displays folder structures up to four levels deep. Folder structures greater than four levels can only be accessed using Reports > All Reports (or Axiom Explorer). Not all folders in the Axiom file system support creating sub-folders. Generally speaking, if access to the folder is controlled using the Files tab in Security, then users with read/write access can create a sub-folder there.
Rename	Rename the selected folder. You can also press the F2 key to rename a selected folder. You must have read/write access to the folder in order to rename it. NOTE: Not all folders in the Axiom file system support being renamed. If the folder is system-controlled, then this option will not be available.
Import Files	Import files into the selected folder. The imported files will be saved in the Axiom Software database. You must have read/write access to the folder in order to import files. NOTE: If you import a file with the same name as an existing file in the folder, that file will replace the existing file and retain its document ID. Certain folders have additional file type and user permission requirements. For example: Folders that are dedicated to specialty Axiom file types (such as AXL for task pane files) can only accept imported files of that type. Report folders can accept imported files of virtually any file type. Plan file folders can only accept imported XLSX or XLSM files that have the same name as an existing plan file in the folder.
Delete	Delete the selected folder. This option is only available for user-created folders. A folder cannot be deleted if it contains any files or sub-folders. You must first delete or move the files within the folder before the Delete command becomes available on the menu. You must have read/write access to the folder in order to delete it.

You can move user-created folders by dragging and dropping. Only one folder can be moved at a time—drag and drop does not support multiple selections. System-controlled folders cannot be moved.

Managing files

You can perform the following actions by right-clicking a file:

File Action	Description
Open	Open the selected file. You can select multiple files and open them simultaneously.
Open (as other user)	Open the selected file, using the security permissions of a different user. This option is only available to administrators and only for Data Explorer files, so that administrators can test the file setup. A dialog box allows you to select the user to view the file as.
Open Read Only	Open the selected file as read-only.
Open Without Refresh	Open the selected file without running any Axiom queries that are set to refresh on open. This option also ignores the Downgrade to read-only on open setting. This option is only available to administrators. For more information, see Opening an Axiom file without refreshing data.
Open in Browser	Open the selected file in a browser. This is only available for form-enabled files.
Open in Browser (as other user)	Open the selected file in a browser, using the security permissions of a different user. This option is only available to administrators and only for form-enabled files, so that administrators can test the file setup. A dialog box allows you to select the user to view the file as.
Break Selected Locks	Break the file lock for the selected file or files, if the file is locked by another user. For more information, see Managing locked items.
Document history	View the history for the selected document. For more information, see Viewing document history.
Cut Copy	Cut or copy the selected file, to be pasted to another location in Axiom Explorer. After cutting or copying, navigate to the location where you want to paste the file. Right-click in the blank area of the file list (the right-hand pane) and then click Paste. You can select multiple files and copy them simultaneously. You must have read/write access to the file's folder in order to use cut.
Rename	Rename the selected file. You must have read/write access to the file's folder in order to rename a file.
Delete	Delete the selected file. You must have read/write access to the file's folder in order to delete a file.
Export	Exports a copy of the selected file to your local computer or a network file location. You can select multiple files and export them simultaneously. When the export copy is created, workbook and worksheet protections are applied and "refresh on open" Axiom queries are run. The behavior is as if you had opened the document in Axiom Software and then used Save As (Local). If you are an administrator and you want to save a local copy of a file without these protections and data, then you must use Export Without Refresh.
Export Without Refresh	Exports a copy of the document as it exists in the database. This option is only available to administrators. When using this option, Axiom Software exports the file without performing the various "open document" protocols such as applying protection and running "refresh on open" Axiom queries.
Copy shortcut to clipboard	Creates a hyperlink to the selected file and copies it to the clipboard. You can then paste the hyperlink into a file or an email (or otherwise provide it to a user). The structure of the hyperlink (and the behavior when using it) is the same as described for hyperlinks created by the GetDocumentHyperlink function. See GetDocumentHyperlink function.
Copy document path to clipboard	Copies the full path of the document to the clipboard. You can then paste the path somewhere—for example, for use with alert setup, or within certain Axiom functions that use a document path.
Add to Favorites	Add the selected file to your favorites list.
Package Details	View the product package details for the file, including the feature the file belongs to, the package version, and the date the feature was installed. This action is only available in the Axiom Explorer dialog, and only applies if the file belongs to an installed product. If the file was not installed by a product package, then no package details will be found.

You can move files by dragging and dropping. Only one file can be moved at a time—drag and drop does not support multiple selections.

Defining file and folder descriptions

Each file and folder can have a description. Descriptions are displayed in the bottom of the Axiom Explorer window when a file or folder is selected. In some cases the description displays elsewhere in the system, such as when selecting a report to open.

To create or edit a file or folder description:

1. Select the file or folder in Axiom Explorer.
2. At the bottom of the dialog, in the file/folder properties section, click on the space to the right of the Description label. (When you hover your cursor over this area, the description box becomes outlined.)
3. Type the description into the box. If you want to clear a description, highlight the existing text and then press the Delete key.