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FileStore - Overview

Updated

Introduction

The File Stores module provides a centralized system for managing and tracking all business-critical documents and files. It enhances efficiency by offering a streamlined process for uploading, categorizing, and accessing records, ensuring that all information is securely stored and readily available.

Note that member documents, images, etc. are usually stored in their related system functions, i.e. a member's picture will be in the Member Profile, which is outside of Filestore. 

  • In this article, you will find instructions on how to use FileStore. 
  • This article will be useful to PG Champion, IT Department, Administrator and Club Manager. 

Important: Do not modify or remove any existing data in FileStore! Otherwise, important system functions might break.

Before you start

To access FileStore, make sure you have the following system permissions set up to your employee role. 

  • System Administration
    • File Stores
      • View of the file stores
      • Edit

Instruction

How to View a Record's Status

To check a record's status, navigate to the File Stores module. Go to PGM -> Settings ->  Filestore .Use the search or filter functions to locate your record.

 

Note: RDLC Security Validation

When uploading .rdlc files, the system automatically checks them for:

  • Embedded executable code

  • External resource references

If validation fails:

  • the upload is rejected,

  • and an error message explains the reason.

To fix the issue, remove the restricted content and upload the file again.

How to Add a New File

  1. Open the File Stores module.

  2. Click the 'Upload file' button.

  3. Attach the necessary file.

  4. Check 'Overwrite existing files' if you plan to update existing file with matching name and file type. 

  5. Click 'Upload' to create the record.

 

How to Delete a File

  1. Find the record you wish to cancel in the File Stores module. 

  2. Click the Trash icon. 

  3. Confirm the action in the pop-up dialog to permanently remove the record.

Hints

  • Editing : If you are updating the existing terms and conditions, ensure new terms and conditions has the same file name as the current one in Filestore. Within Step 2: Select "overwrite if the file exists". This way future contracts generated will automatically use the updated terms and conditions.

  • Check File Formats: Before uploading, verify that your file is in an accepted format (e.g., PDF, DOCX, XLSX) to prevent upload failures.

    • Acceptable file formats: *.331, *.csv, *.doc, *.docx, *.der, *.gif, *.jpeg, *.jpg, *.msg, *.pdf, *.png, *.rdlc, *.rrp, *.tif, *.txt, *.xls, *.xlsx, *.xml

  • Max file size allowed is 5.0 MB.

  • Add Clear Descriptions: Use the description field to provide context for the file. This helps other users understand the purpose of the record without needing to open it.

Use Case Examples

Scenario 1: Trying to upload an unsupported file type (e.g., .exe).

  • Action: User attempts to attach an executable file.

  • Outcome: The system displays an error message: "Invalid file type."

Scenario 2: Locating all records submitted in the last week.

  • Action: Use the date filter in the main view to select a start and end date.

  • Outcome: The list is filtered to show only the records created within that date range.

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