File List component (created documents)

For this component, you can upload document content or retrieve library content from the library to use in the document. From the grid, you can manage this document content and ready it for build.

Add a content record

You can add one or more content records from the library to the File List component.

  1. Click the Library Library icon icon.
  2. Locate the content record(s) you want to add.
  3. Select the record(s), right-click and select Accept.

Import document content

You can import (upload) one or more files containing content to use in the document. You can also submit this content to a library folder.

  1. Click the Import Import button icon to display the Import dialog.
  2. Click the ellipsis […] to retrieve the file(s) and then click Open. The selected file names display in the region.
    • To remove a file, click the X beside the file.
  3. (Optional) If you want imported PowerPoint slides to be split up individually, select the Split presentation into individual slidescheck box. This only applies when the File List component is being used in a presentation document type.
  4. Click Save when completed. The File List component dialog re-displays and the files are displayed on the grid.

Submit content

You can submit imported document content to a library folder. This action is only enabled when selecting an item in the grid that was previously imported to File List.

  • On the grid, select the document content item and then click the Submit Submit button icon to display the Submit Content dialog where you can prepare the content for submission. For more information, see Submit Content from Microsoft Word.

Select content from bookmarks

If you have bookmarked content to promote into the File List component, you can add this content from the Bookmarks dialog from the header.

  • On the header, click the Bookmark Bookmark button icon to display the Bookmarks dialog. For more information, see Bookmarks.

Preview image

You can preview the content item that has been added to the component.

  1. On the grid, select the item and then click the Preview Preview button icon. The Preview Image dialog displays where you can use the zoom controls below to view the content.
  2. (Optional)Perform any of the following actions as described in this topic: Edit, Cancel Checkout, Submit, Move Up/Down, Copy, and Delete.
  3. Click Close when you are finished with the preview.

Note: You can also use the page scrolling controls at the bottom of the Preview dialog to quickly view the content.

Edit content

You can edit only the content that has been uploaded to this component.

  • On the grid, select the document content item and then click the Edit Edit button icon. The add-in toolbar that opens depends on the content type (Microsoft Word, PowerPoint, or Excel).

The Qvidian - File List Add-in Toolbar is used to perform the following functions when editing File List component Word or PowerPoint content:

Save to Qvidian

  • Click the Save to Qvidian button to save your changes after you are finished with your document. The Upland Qvidian login dialog box may display. If you are saving new content, the Submit Content dialog box displays where you can add details to the content before submitting the content to the specified folder.

Insert Field

  1. Click in the document where you want to insert a merge code, click Tools, and then select Insert Field to display the Insert Merge Code dialog.
  2. Select one or more merge codes and click Select.

Submit

  • Select the answer or question and answer pair, and then click Submit to display the Submit Content from Microsoft Word dialog where you can prepare the content for submission to a folder.

Select Server

This function is provided for users who use different Upland Qvidian databases on different servers to manage content. It allows you to save the presentation to a specific server running Upland Qvidian.

  1. On the toolbar, click Help then select Select Server to display the Default Qvidian Server page.
  2. Select the Qvidian Server. If the Qvidian Server URL is not listed, click in the field and type in the server's URL, verifying that http:// precedes the URL and a single slash - / ends the URL.

Change Login

  1. On the toolbar, click Help then select Change Login to display the Upland Qvidian login page.

Note: If you need additional assistance in the Upland Qvidian Login page, click Directions.

  1. Enter your user name and password. If logging in as a different user, make sure this user has a user account which is enabled in Upland Qvidian.

Note: Once logged in, you will not have to log in again when performing any operation, such as Save to Qvidian, that requires interaction with the Upland Qvidian web application from within this Microsoft Office product (Word, PowerPoint, or Excel) session.

  1. Select the Use single sign-on check box if your organization is using a single sign-on approach, such as Active Directory (ADSI), Siteminder, or Ping to configure your user account in Upland Qvidian.
  2. Select the Remember these settings check box if you want the application to remember either your explicit user name and password, or your single sign-on setting. These settings are remembered from Upland Qvidian session to session unless you log in as a different user or change your login credentials.
  3. When completed, click Login/Set.

Reset Your Login Credentials

  • In the Upland Qvidian Login page, click Clear to reset the User Name and Password to empty, "single sign-on" to off, and close any current server connection. The next time any connection is made to the server, the user will be prompted for their login credentials.

Update Menu

The following Update menu functions can be performed when a revision of the selected content record exists in the library.

Note: When a content item has been revised (i.e., a new revision has been uploaded to the library), the content item will display in red text - Update Available.

Description

You can modify the description of the content item. This is typically used when you make a copy of the item and want to rename it.

  • Select the content item, click the Update Properties Update Properties button icon and then select Description to display the Update File Description dialog.

Compare

You can compare the current version of the content item to its new version.

Select the revised content item, click the Update Properties Update Properties button icon and then select Compare to display the Compare dialog.

Update item

You can update a content item from its previous version to its current version.

Select the revised content item, click the Update Properties Update Properties button icon and then select Update item. The content item is updated.

Note: If an administrator has enabled the "ForceUpdateFileList" Global Setting, all File List entries will automatically update when the original content record has changed. Records modified within a project will not be updated.

Order a content item

You can change the order of the content items in the grid. This is the same order they will display in the document.

  • Select a content item and then click the Up and Down arrows to move the item up or down one row at a time.

Copy content item

  • To copy a content item, select the content item and then click the Copy Copy button icon. A copy of the item displays in the grid prefixed with "Copy of"; you can modify this description from the Update menu.

Delete content items

  • To delete one or more content items on the grid, select the content items (use Shift or Ctrl keys to select multiple items), then click the Delete Delete button icon. You are prompted to confirm.

Cancel Checkout

If a content item is checked out by a user, you can cancel this checkout so that you can work with the item.

  • Select the content item and then click the Cancel Checkout Cancel Checkout button icon. You can now work with the item.

Attach a file from Salesforce

In Salesforce's Opportunity detail dialog, there is section called Notes & Attachments. In this section, users can upload files related to the Opportunity. The File List component displays the Attach icon only when the file (document or presentation) is linked to an Opportunity. You can then save these files (one at a time) to the File List component

  • Click the Attach icon to display the Add Salesforce Attachment dialog where you can select and save the attachment to File List.

Navigate the component

  • Use the Next and Previous buttons at the bottom, or click the component in the left side panel to navigate through the Required components. Once all required fields are complete and saved, a green checkmark displays next to the component.
  • To abort all modifications made to this component, click Undo.

Save the component

  • To save changes to the component, click Save.