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Understanding how document downloads work when editing files
Who is this article for?Users editing documents in the Document module.
Document module access is required.
When you check out and open a document in Ideagen Quality Management — including Excel files — it is always downloaded to your computer first, and this article explains why this happens and what occurs after you finish editing.
Understanding the Automatic File Transfer tool
Ideagen Quality Management uses the Automatic File Transfer (AFT) tool to handle document editing. When you check out a document, AFT downloads the file to your designated Working Folder on your local computer. You then edit the file directly from that folder using your usual application — such as Excel or Word — and check the document back in when you are done. AFT then uploads your saved changes back to the system.
The local download is a necessary part of this process. It ensures the file can be edited using full desktop application functionality and that a local copy exists as a backup while the document is checked out.
Following the document editing workflow
The AFT tool manages three distinct stages:
- Check out: AFT downloads the file to your Working Folder and locks it in the system so no one else can edit it simultaneously
- Edit: You edit the file locally using the appropriate application (e.g. Excel). Changes are saved to your Working Folder
- Check in: AFT uploads your saved changes from the Working Folder back to the system as a new revision
Note: Files remain in your Working Folder after check-in. They are not automatically deleted. You can safely remove them from your Working Folder once you have confirmed they have been checked back in to the system successfully.
Managing your Working Folder location
Your Working Folder location is set in your User Preferences and can be changed to any folder on your computer.
To view or update your Working Folder path:
- Go to your User Preferences page.
- View or update the Working Folder path.
Tip: Your administrator may have set a system-wide default location for new users.