Non-database files are typically used by Costpoint to interface with other user applications. Some Costpoint applications, such as preprocessors, accept text files as input media to load data into Costpoint. Some other Costpoint applications generate text files to be used as inputs to other applications.
As a result of architectural differences, Costpoint web handles external files in a very different manner from the methodology used in the client/server version of Costpoint.
In Costpoint client/server, all file-related processes are performed on the workstation that executes the process. The local and network drives accessible to that workstation consist of the drives the process accesses when accepting files for input and the drive locations where output files are saved.
In Costpoint web, processes are executed on separate application servers, rather than on user workstations. Because a workstation's drive mapping is often different than the application server’s mapping, it can be difficult to specify network drive locations. [The application servers may even be located on a different LAN or WAN than the end user workstations.] The use of a separate application server for processing also prevents users from uploading or downloading files directly from the workstation’s local drive.
In general, external files used or created by Costpoint web must be stored in either an alternate file location or in the Costpoint database.
Alternate file locations are pre-defined network drive locations that are accessible to the Costpoint web application servers. You will define these locations in the Administration\Maintain\Files\Alternate File Locations application. You can create a new location by linking it to a specific network drive folder or URL.
Additionally, you can specify which users and/or user groups have access to each alternate file location from within Costpoint web. If a user has not been linked to an alternate file location or is not part of a user group that has been linked to that location, that user cannot access the files in that alternate file location from within Costpoint web. Files stored in alternate file locations can be accessed by other, non-web applications, as long as the applications have network access rights to the directory.
You can also store files in the Costpoint database. Files in the Costpoint database can be accessed from or created directly by Costpoint web; they cannot be accessed by non-web applications or by users not in Costpoint web. Files stored on the database cannot currently be accessed by client/server Costpoint applications. [Note that only text files should be uploaded and stored in the Costpoint database; binary files may become corrupted if moved to the database.]
You can use two Costpoint web functions, File Upload Manager and File Download Manager, to move files between the Costpoint database and network and local (i.e., workstation) drives.
Use the File Upload Manager, accessible from anywhere in Costpoint web using the toolbar icon, to browse local workstation and network drives to select a text file for upload to the Costpoint database. Costpoint web will tag the uploaded file with the ID of the application from which the file was uploaded. Since the application ID determines which application you must use to access the file, it is important to upload files from the applications in which they will eventually be used.
You can add a description to the file and specify how long the file should be kept in the database before it can be purged (by a separate process). If another file with the same name is already stored in the database, the system will not save the file unless the Overwrite? checkbox is selected.
Use the File Download Manager application to download a file stored in the Costpoint database to a network or local drive. This application is accessible from the File Download Manager menu selection (Administration\Utilities\Files).
You can modify the description and change the expiration date of the file, as well as download it to a network or local (i.e., workstation) drive to which you have access. You can also delete files from the database using this application.
For Costpoint web applications that require input files for processing (such as preprocessors), you can either enter an alternate file location and a file name (if the desired file input file is stored in an alternate file location) or enter only a file name (if the file is stored in the database). The file name Lookup displays both database files and alternate file location files, depending on whether you have entered an alternate file location.
When exporting files from an application, you can optionally specify an alternate file location. If you enter an alternate file location, the system will save the file to that location and to the database. If you do not enter an alternate file location, the file will be saved only to the database.
Alternate file locations are also used to store logo files that are used as images for printing on reports. Logo files must be copied to alternate file locations and the logo file location must be specified in the System Settings screen (Administration\Configure\System).
The Costpoint web reporting process also generates files when you select the "Email," Download," and/or "Print to File" delivery options (from the screen accessed using the Print Options icon), as follows:
If you select the "Email" option, the file will be sent to the Email recipient.
If you select the "Download" option, you can save the generated report file to your own workstation (if you select this option, you must remain in the application while the report is generated). You cannot select the "Submit to Queue" function if you also want to download a report file.
If you select the "Print to File" option, you must specify an alternate file location to which the file will be saved. You cannot save the generated report file to the Costpoint database because it is not a simple text file.