Contents of the Files Administration Form

You set filtering criteria and select files on the form.

File Selection Filter Section

In this section, enter the search criteria for selecting the files that you want to view. You can leave fields blank.

Field	Description
Date Range	Enter a beginning and ending date range in these two fields. This is the date that the file was created.
Search Text	Enter text from the file's name.
User ID	To search for a file that was uploaded by a specific user, enter the ID of a Vantagepoint user. To search for files uploaded by any user, leave this field blank.
Application	From the drop-down list, select the application in which to search for files. Leave this field blank to search for files from all applications. When you select Billing - Draft Invoices: A project's draft billing invoice files are displayed in the Files grid if you have billing invoice approvals turned on, you have Use Markup on Draft Invoices set to Yes in Settings > Billing > Options, and a project uses an approval process for its invoices. These invoice files are the draft invoice PDF files that you view and mark up with annotations and comments on the Draft Preview tab in Interactive Billing and in Draft Invoice Approvals in the Projects hub. The following draft invoice PDF files display in the Files grid: A draft invoice PDF file that is created at the time an invoice is submitted. At this point in the approval process, the draft invoice PDF does not contain any annotation or comment markup. A draft invoice PDF file that is created at the time the draft invoice is final accepted. The draft invoice PDF contains all the annotation and comment markup entered on the invoice.
Refresh Files List	Click this button to return the search results for the criteria that you entered in the File Selection Filter section.

Files Grid

The files that match your search criteria display in this grid after you click the Refresh Files List button.

Files Grid Toolbar

Field

Description

Drop-Down

Click the drop-down arrow on a grid header to complete any of the following actions: To print grid data, click Print. On the Print Preview form, click File > Print to send the grid data to your default printer. To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally. To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display. Not all options are available on all grids.

Files Grid Fields

Field	Description
Application	This field displays the Vantagepoint application from which the file was uploaded.
File Name	This field displays the filename as a hyperlink. Click the link to open or save the file to another location. Filenames for the Billing - Draft Invoices Application: The files for a project's draft billing invoice when the invoice is submitted (with no annotations or comment markup) and when the invoice is final accepted (with annotations and comment markup) display in this grid. For more information about the draft invoices that display in the grid, see the Application field description above. The file naming convention for the submitted billing draft invoices and the final accepted billing invoices that you see in this File Name field are as follows: Draft invoice PDF files that are created at the time an invoice is submitted: Draft Invoice - Project <project number>.pdf. Example: Draft Invoice - Project 152275.00.pdf Draft invoice PDF files that are created at the time the draft invoice is final accepted: Draft Invoice <invoice number> - Project <project number>.pdf. Example: Draft Invoice 7626345 - Project 152275.00.pdf.
Description	This field displays the file's description.
User ID	This field displays the ID of the Vantagepoint user who uploaded the file. When you select Billing - Draft Invoices in the Application field: For draft invoice PDF files that are submitted but not final accepted, the user ID is the ID of the user who submitted the invoice for approval. For draft invoice PDF files that are final accepted, the user ID is the ID of the user who final accepted the invoice. See the Application and File Name field descriptions above for more information about the draft invoice PDF files that display in the grid.
Create Date	This field displays the date on which the file was created.